HomeMy WebLinkAbout2023-08-01 Council MeetingFMI
•::� Council Business Meeting Agenda
ASHLAND CITY COUNCIL
BUSINESS MEETING AGENDA
Tuesday, August 1, 2023
Council Chambers,1175 E Main Street
View on Channel 9 or Channels 180 and 181 (Charter Communications)
or live stream via rvtv.sou.edu select RVTV Prime.
HELD HYBRID (In -Person or Zoom Meeting Access)
Public testimony will be accepted for both general public forum items and agenda items. Please
complete the online Public Testimony Form, for WRITTEN and ELECTRONIC testimony only. Indicate on
the Public Testimony Form if you wish to provide WRITTEN testimony, or if you wish to speak
ELECTRONICALLY during the meeting.
Please submit your testimony no later than 10:00 a.m. the day of the meeting.
5:00 PM Executive Session
The Ashland City Council will hold an Executive Session for the following:
1. To conduct deliberations with persons the City of Ashland has designated to negotiate
real property transactions pursuant to ORS 192.660(2)(e).
2. Consultation with the City Attorney on current or likely litigation pursuant to ORS
192.660(2)(h).
6 p.m. Regular Business Meeting*
I. CALL TO ORDER
1. Land Acknowledgement**
11. PLEDGE OF ALLEGIANCE
111. ROLL CALL
IV. MAYOR'S ANNOUNCEMENTS
V. APPROVAL OF MINUTES ***
1. Minutes of the July 17, 2023 - Retreat Meeting
2. Minutes of July 18, 2023 - Business Meeting
VI. SPECIAL PRESENTATIONS
1. James M. Ragland Memorial Volunteer Spirit Service Award
2. Fire & Rescue Citizen Special Life Saving Award
Page 1 of 2
Irsas
• Council Business Meeting Agenda
VII. CITY MANAGER REPORT
VIII. PUBLIC FORUM (15 minutes)
IX. CONSENT AGENDA
1. Transportation Advisory Committee Appointment
2. Liquor License Approval for Harana Cafe, (DBA Harana LLC) at 116 Lithia Way, Ste 2
X.
PUBLIC HEARINGS
XI.
UNFINISHED BUSINESS
XII.
NEW BUSINESS
1. Early Childhood Affordability Grant Program
XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Electric Master Plan Contract
XIV. OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS FROM COUNCIL LIAISONS
1. City Council Liaison Appointments
XV. ADJOURNMENT OF BUSINESS MEETING
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Manager's office at 541.488.6002 (TTY phone number
1.800.735.2900). Notification 72 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
* Items on the Agenda not considered due to time constraints are automatically continued to the next
regularly scheduled Council meeting [AMC 2.04.030.(D)(3)]
** LAND ACKNOWLEDGEMENT
We acknowledge and honor the aboriginal people on whose ancestral homelands we work —
the Ikirakutsum Band of the Shasta Nation, as well as the diverse and vibrant Native communities who make
their home here today. We honor the first stewards in the Rogue Valley and the lands we love and depend
on: Tribes with ancestral lands in and surrounding the geography of the Ashland Watershed include the
original past, present and future indigenous inhabitants of the Shasta, Takelma, and Athabaskan
people. We also recognize and acknowledge the Shasta village of K'wakhakha - "Where the Crow Lights" -
that is now the Ashland City Plaza.
***Agendas and minutes for City of Ashland Council, Commission and Committee meetings may be found at
the City website, ashland.or.us/Agendas.asp.
Page 2 of 2 WX
10
or�
ASHLAND CITY COUNCIL
PLANNING RETREAT
MINUTES
July 17, 2023
Mayor Graham opened the retreat at 1:00 p.m. Mayor Graham, Councilor Hyatt, Bloom, Dahle,
Kaplan, DuQuenne and Hansen were present.
1. Council Budget Priorities Overview & Next Steps
• Managing for Excellence
o City Communication Strategy
Deputy City Manager Sabrina Cotta reviewed the communication strategy with council (see
attached). She noted the critical efforts made by Dorinda Cottle, the city's communication
officer and thanked her. The following points were discussed or suggested:
■ Public Works Department getting involved in social media regarding infrastructure
announcements.
■ Having special council column in the Ashland News.
■ Create a "roadshow" and solicit organizations throughout the valley. Council will send
agencies to the city manager.
• Having annual or semi-annual economic roundtables.
• An employee survey for city staff.
■ Setting up a sign showing local events that visitors can see as they travel into the city.
Possibly use a QR Code or Wayfinding, etc.
■ Look into something like the National Park Service announcements.
■ Create welcome packets that include information on fire adapted communities, AFN,
emergency services, etc.
■ Directing conversations based on misinformation to the communications officer to
post accurate information on the city's online Let Curiosity Be Your Guide.
■ Send council agenda packets out the Wednesday before council meetings instead of
Fridays.
• Citywide Performance Measures
The following points were discussed or suggested:
• Create clear metrics on each of the city's utilities.
■ Create quarterly reports/performance plans on risk reduction, evacuation information,
climate energy action plan, police use of force, etc.
■ Have a dashboard online to centralize key information throughout the website like
police use of force, water statistics, etc.
• citywide Performance Program
The following points were discussed or suggested:
■ Internal staff performance reviews.
City Council Retreat
July 17, 2023
Page 1 of 4
■ Do a compensation and class study.
• Livable Community
• Risk Reduction
• Emergency Communications Evacuation and Mobilization
The following points were discussed or suggested:
■ Show backroads and different ways to access the highways.
■ Have a variety of emergency communications.
■ Ensure community has all the mobilization resources.
• Encourage self -responsibility and community responsibility.
■ Community Connect software was coming to the Fire Department for the citizenry.
• Offer preparation trainings for the community.
■ Find ways to notify students/citizens who do not live in Ashland year-round.
■ The Emergency Management Plan between the City, the Ashland School District and
SOU.
■ The benefits of reader boards on the highway.
■ Resume fire inspections for businesses.
Housing, infrastructure, health, and safety
The following points were discussed or suggested:
■ Create a master plan for unhoused support services.
■ Establish an ad hoc committee to help develop the master plan.
■ Council priorities would have to shift to encompass this undertaking. The city lacked
the internal capacity to manage a new project.
Climate Vulnerability and Resilience
The following points were discussed or suggested:
■ Have an assessment of vulnerabilities in homes, schools, electric, utilities, heat,
drought, etc.
■ Create an electric master plan.
■ Climate impacts on the economy.
■ Setting aside funding to help community members take advantage of the inflation
reduction act.
• Including business resiliency plans in the emergency plan.
• Disaster preparedness for the slow onset disaster of climate change.
• Economic Development
o TLT Business & Event Small Grants Approach
o South Ashland Strategic Vision
- University District
- Croman Mill
- Ashland St./Independent Way/Siskiyou Blvd.
City Council Retreat
July 17, 2023
Page 2 of 4
Community Development Director Brandon Goldman provided a presentation (see
attached).
• South Ashland Strategic vision
• Future Annexation Areas/Investment Needed
• University Campus/District
Walker Avenue and Ashland Street Pedestrian Place
• 18.3.12.060 Pedestrian Place Overlay
The following points were discussed or suggested:
■ Ashland Street medians.
■ Establishing a liaison to SOU.
• The city's role in the University District master plan.
• Add a bowling alley or something similar to the area as a draw for the public.
• Croman Mill District - Land Use Overlays
• Croman Mill District - Potential Use Areas
• Transit Triangle
• Potential Climate Friendly Areas
• What are some requirements for a Climate Friendly Area?
• Climate Friendly Areas (State Required)
• Climate Friendly Areas (state requirement) timeline
• Future Annexation Areas
The following points were discussed or suggested:
■ Being proactive regarding annexations.
■ Councilor Dahle will investigate economic development corporation formation.
■ Improve the medians and island on Ashland Street.
■ Clarification that redlining in Ashland is not occurring.
■ Shifting $60,000 small non-profit grant money to the Chamber.
■ Beautifying gateway areas off of 1-5.
Affordability
o Ad Hoc Committee for Affordable Childcare & Early
Childhood Development
o Utility Affordability Assistance Programs Overview
Finance Director Mariane Berry and Finance Manager Bryn Morrison provided a presentation
on City assistance programs (see attached):
• Ashland Low Income Energy Assistance Program (ALIEAP)
• Senior and Disabled Discount
• Emergency Heat Assistance (year-round)
• Ways you can help - Round -up and Contributions to HEAT
Assistance
• City Funded Assistance Programs I Donation Funded Assistance
Programs
City Council Retreat
July 17, 2023
Page 3 of 4
Total Assistance Programs
The following points were discussed or suggested:
■ Retaining a year-round energy assistance program to cover summer or heat events.
■ Increase the monthly donation from one dollar to $5 and keep it year-round. Monetize
it as a credit and market it.
■ other agencies roles in utility bill assistance.
■ Having a study session to discuss options.
o Affordable Housing
• Invest In the Future
2. City Council Advisory Committees
The following points were discussed or suggested:
■ Council doubling up on some committees.
■ Council will email Mayor Graham where their interests are.
• Creating council liaisons to organizations outside of the city.
■ The Early Childhood Development Ad hoc Committee, city employee participation and
fund distribution.
• Workplan Discussion & Directions
o Climate & Environment Policy
o Forest Land
o Historic Preservation
o Housing & Human Services
o Public Art
o Social Equity & Racial Justice
o Transportation
• Council Liaison Appointments
3. Adjournment of Retreat
The retreat adjourned at 5:04 p.m.
Respectfully Submitted by:
Clerk of the Counc Pro Tem Dana Smith
Attest:
&I"
Mayonya Graham
city Council Retreat
July 17, 2023
Page 4 of 4
Goal: Main repository for
information
(Information going out)
Actions:
• New website
• Agenda management
• Workflow
management
Tools:
New website
• App development
What's next:
• Select new website
provider/ begin process of
website update
---,,CITY OF
-ASH LAN a
Goal: Informed staff
(Information going out/
exchange of information)
Actions:
• Regular employee
newsletter
• Regular HR roadshows to
department
• Regular staff appreciation
events
• "Ride-alongs"
Tools:
• All -user email
• City Manager employee
newsletter
• In -person meetings
What's next:
• Expand roadshow to
additional topics
• Lunch & Learns
Goal: Informed citizenr
(Information going out
Actions:
• Regular & timely press
releases
• Regular use of social media
• Utility bill newsletter
• Website updates
• City Manager Report
• Council, APRC & Committee
Meetings
Tools:
• Press releases
• TV interviews
• RVTV
• Everbridge notifications
• Social Media
What's next:
• Expand Social Media
• Nextdoor account
• Instagram account
Goal: Meeting people where
they are
(Exchange of information)
Actions:
• Town halls
• Coffees
• Road shows to the public
Tools:
• Staff time & expertise
• Budget
• External communication
tools for notification
• Feedback gathering tools
What's next:
• Citizen's academy
• open house opportunities -
specific topics
University District Area
SOU Masterplan update
by SOU
&r t�
driven
Transit Triangle
Ashland Stj Siskiyou Blvd
City adopted incentives
r z"'
Superseded by new State
mandates
i
No longer relevant
Pedestrian Places
City adopted overlay
---------------
Investment needed
- --.- -ut
Croman Mill District
r '
City adopted masterplan
Tanstrrorgk {
Townmakers LLC Proposal
Cmrin 01scrxt +� r -, -_••_ --
Potential Tax Increment
Financing
x ti Future Annexation Areas
4` 0 Residential
Airport
4� ® Commercial/Employment
® Airport
+ � � Investment Needed
• Annexations
°,....r y: developer driven
Infrastructure
Transportation
(� I
System(TSP
' Update)
Water/Sewer
extensions
I&F} T.� T��., Electric
1 �
t �. • ill Ashland Strateqic Vision
C "�"l
rz University Campus:
. Classrooms
0 Libraries
administrative buildings
sports fields
AIN-1
•
Sch-1
On -campus dining
On -campus Student housing
University District
• Cohesive visual Identity
• Student housing (both on
and off -campus)
• Retail, Restaurants and
services.
• Entertainment, cultural and
recreational opportunities.
Walker Avenue and Ashland Street Pedestrian Place
Neighborhood Development and Circulation Opportunities
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DewtopmentMu
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Vision swenxnt:
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ShartTem opportunity Sites:
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Legend
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Near Term Concept Plan
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Creating a University Hub
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• 1'Iw •Im•.•r:u n.J mm vul,. rwLn
• l o.na{ um- 1nr ry�Nu dnh.mL
harlsportaoon and Ssn ucape Improvements
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,.�•..,ru•, mm�.�nm.
n August 17, 2010 the Ashland City Council
assed ordinances adopting the Croman Mill
istrict and design standards for development in
ie district.
Mixed Use/Residential (CM-MU/CM-NC) 23.5%
Office/Commercial (CM -OE): 27.5%
Industrial/Manufacturing (CM-Cl):37%
OpenSpace (CM-0S):12%
Cranan MNI INyM1OoMoed, AsMud. Oregart on.r,m4e«ou. �.uan ornP f� �_= �,
.... u..... uc.. w..m.,, N.u<w.www�+c.. n...nf .__—_
�17
Rail Road Property
Downtown
Transit Triangle
Croman Mill District
WPM
What are some requirements for a
Climate Friendly Area?
• No parking mandates
• Minimum residential densities of at least 15 units per acre
• No maximum residential densities
• 50-foot height permitted outright
• Mixed uses
wpm • Prioritize Multimodal Transportation
L Study most promising
locations based on State
requirements and criteria
• Engage Community in
selecting Climate Friendly
Areas
• Identify where people are
at risk of displacement
• City Council to select
and designate Climate
Friendly Areas
• Update the Ashland
Land Use Code and
Comprehensive Plan
• Update Transportation
System Plan
• Adopt Climate
Friendly Areas
• Adopt Land Use and
Transportation
changes
• Implement
If I I I _.. _. I Future Annexation Areas I
Airport
= Residential
Commercial/Employment
City Assistance Programs
Ashland Low Income Energy Assistance Program (ALIEAP) - Ashland Electric provides approved applicants:
• Customers at/below 65% of Oregon's median income are eligible for 50% percent reduction in electric
charges
• Discount begins in December each year for maximum of 3 to 6 months, depending on their qualification, or
a maximum of $300 in total
• Application for discount are available October 1 through January 31
To qualify for utility discounts, income cannot exceed the levels shown
below which are based on the number in the household.
Ashland Low Income Energy Assistance Program
Applications are available October 1, 2022 through January 31, 2023
Yearly Per month
1 Person Family $33,872 $2,823
2 Person Family $44,293 $3,691
3 Person Family $54,715 $4,560
4 Person Family $65,137 $5,428
5 Person Family $75,559 $6,297
6 Person Family $85,981 $7,165
City Assistance Programs
Senior and Disabled Discount - Ashland Electric provides approved applicants:
• For customers 65 or older, or disabled and 60 or older
o year-round electric, water, sewer, street user, and storm drain fees reduction
o 20% reduction if their income is 125% or below of federal poverty level
o 30% reduction if their income is 100% or below of federal poverty level
To qualify for utility discounts, income cannot exceed the levels shown
below which are based on the number in the household.
as w e. WVC,corm n n m. sxa r its xw z mmr ¢mr a r :u rx
Senior and Disabled Year -Round Discount
To qualify for the senior discount, a person must be 65 years of age or
disabled and 60 years of age and the total household income shall not exceed
the amounts below. Applications are available year-round.
Yearly Yearly
30% discount 20% discount
1 Person Family $13,590 $16,988
2 Person Family $18,310 $22,888
3 Person Family $23,030 $28,788
4 Person Family $27,750 $34,688
5 Person Family $32,470 $40,588
6 Person Family $37,190 $46,488
City Assistance Programs
Emergency Heat Assistance - Ashland Electric provides approved applicants:
• At/below 150% of the federal poverty level, and
• Can receive $100 toward the past due balance once per 12-month period
To qualify for utility discounts, income cannot exceed the levels shown
below which are based on the number in the household.
Emergency Utility Assistance
To qualify for the one time Utility Assistance, the account must be no more
than $100 past due and not have received this funding within the last 12
months. Applications are available year-round.
Yearly Per Month
1 Person Family $20,385 $1,699
2 Person Family $27,465 $2,289
3 Person Family $34,545 $2,879
4 Person Family $41,625 $3,469
5 Person Family $48.705 $4,059
6 Person Family $55,785 $4,649
City Assistance Programs -Ways you can help
Round -up — Allows Ashland utility customers to voluntarily round -up their utility bills to the nearest dollar
• Funds accumulated are devoted to assisting low-income Ashland residents with monthly utility bills
• Customers who qualify for low-income assistance are screened to determine eligibility
• Funds are used to assist qualified, low-income customers and/or customers in an emergency situation
• This program support is provided to a customer on a one time per year only basis
Contributions to HEAT Assistance - Individuals or organization regularly contribute to the Emergency HEAT
Assistance Program
M
City Funded Assistance Programs
FY 2013
FY 2014
FY 2015
FY 2010
FY 2017
FY 2018
FY 2019
FY 2020
FY 2021
FY 2022
FY 2023
CRy-funded Assistance Program
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Low Income Energy Assistance
Custcmers
456
445
510
352
311
463
4T7.48
498
519
545
563
Distributed
S 99,W2 S
98,568 S
82.967 S
88,012 S
87,083 $
96.614 $
84,253 S
91,656 S
IC9,310 $
112,626 $
97.470
Seni.dDissbled Program
Custcmers
140
150
136
165
174
181
195
216
237
263
281
Dislnbuted
S 36.385 S
38.967 5
39,434 S
45,523 S
50285 S
55,487 S
60.370 S
73,527 S
90,482 S
96.878 S
101.854
Average relletlappllesnl-family
S 260 S
260 $
290 S
276 S
289 S
307 S
309 S
340 $
382 S
368 S
362
Donation Funded Assistance Programs
FY 2013
FY 2014
FY 2015
FY 2016
FY 2017
FY 2018
FY 2019
FY 2020
FY 2021
FY 2022
FY 2023
Donation -funded Assistance Program
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Donations from the Public
Head
S 2,762 S
3,191 S
2987 S
2,906 S
2.906 S
2,625 S
2,481 S
2215 S
4,162 S
1,587 S
1,250
Roundup
3.599
3.555
3.311
2.990
- 2,715
2,562
2.399
2.563
3.250
3.613
3,394
Total Donated
S 6,361 S
6,746 6
$AS S
6,896 $
11,1121 S
6,187 6
4,880 S
4,778 $
7,412 S
6'"0 S
4,644
Total Assistance Programs
FY 2013
FY 2014
FY 2015
FY 2016
FY 2017
FY 2018
FY 2010
FY 2020
FY 2021
FY 2022
FY 2023
Total Assistance Programs
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Actual
Distributed Amount
Low Inccme Energy Assistance
5 99.902 S
98,668 $
82,967 S
88,012 S
87.083 S
86.614 S
94.253 $
91.656 $
109.310 S
112,626 S
97,470
SenicrOsabled Program
36,385
38,967
39,434
45,523
50.285
55.487
60,370
73.527
90.482
96.878
101,854
Heat Program
4.200
5,304
4,100
4,800
2.800
2,900
2.800
3,600
1.100
800
1,400
Total Distributed
S 140,487 S
142839 S
126,501 S
138,335 5
140,168 $
145,001 S
147,423 S
168,783 $
200.892 S
210,304 $
200.724
Budget
S 110,500 $
112,200 S
84,809 $
149,500 S
149.500 5
156,000 S
159,120 S
160,038 S
160,038 S
190.7D0 S
190,7D0
% of Dlstributedl8udget
127%
127%
149%
93%
S4%
93%
93%
105%
126%
110%
105%
BN 2023-25 Budget for assistance programs $388,917
ASHLAND CITY COUNCIL
BUSINESS MEETING
MINUTES
July 18, 2023
I. CALL TO ORDER
Mayor Graham called the meeting to order at 6:00 p.m.
1. Land Acknowledgement
Councilor Hyatt read the land acknowledgement.
II. PLEDGE OF ALLEGIANCE
Councilor Kaplan led the pledge of allegiance.
III. ROLL CALL
Mayor Graham, Councilor Hyatt, Bloom, Dahle, Kaplan, DuQuenne, and Hansen were present.
IV. MAYOR'S/CHAIR OF THE COUNCIL ANNOUNCEMENTS
Mayor Graham pulled the Early Childhood Affordability Grant Program from NEW BUSINESS
and the Contract for an Electric Utility Master Plan with Stoddard Power Systems, LLC from
ORDINANCES, RESOLUTIONS AND CONTRACTS agenda items. Council agreed to the postpone
both items no later than mid -August.
V. APPROVAL OF CITY COUNCIL MINUTES `
1. Minutes of the June 20, 2023, Business Meeting
2. Minutes of the June 29, 2023, Special Business Meeting
Councilor Kaplan noted a typo on page 5 of the June 20, 2023, minutes, first paragraph, first
sentence, changing "Marianne Bloom" to "Marione Berry".
Councilor Hyatt/Bloom m/s to approve the minutes with the correction to the June 20,
2023, Business meeting. Roll Call Vote: Councilor Hyatt, Kaplan, Dahle, Hansen, DuQuenne,
and Bloom, YES. Motion passed.
VI. SPECIAL PRESENTATIONS & AWARDS
1. City of Guanajuato, Mexico -Sister City Visit
Deputy City Manager Sabrina Cotta and Councilor Kaplan shared their experiences during
their visit to Guanajuato. Cotta provided a presentation located here:
https://acrobat.adobe.com/link/track?uri=urn:aaid:scds:US:aSa70597-5870-4d9f-8Oe6-6e433le74e12
city Council Business Meeting
July 18, 2023, 2023
Page 1 of 8
2. Wildlife Crossing on 1-5 in South Ashland
Amy Amrhein and Jack Williams from the Southern Oregon Wildlife Crossing Coalition
provided background on the project and explained why the Mariposa Preserve at milepost 6
on 1-5 was selected as the best location for a wildlife crossing. They wanted council to sign a
letter of support for the project that would go to Secretary of Transportation Pete Buttigieg.
Council supported signing the letter and would take it up later in the meeting under OTHER
BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS.
VII. CITY MANAGER REPORT
Deputy City Manager Sabrina Cotta reviewed the Look Ahead.
VII1. PUBLIC FORUM
Tish Way/Ashland/Spoke to the sewage spill that occurred October 2022 and invited council
and city staff to survey the damage firsthand July 25, 2023.
JD Barons/Ashland/Shared her interaction with a family she met that were using the sunset
to sunrise camping area at the Police Station and Chambers.
Paul Mozina/Ashland/Spoke on the Right of Way ordinance draft.
IX. CONSENT AGENDA
Councilor Hansen pulled consent agenda item #3 and Mayor Graham pulled #4.
1. Liquor License for Bird and Rye at 23 South 2nd St.
2. Resolution 2023-21 Budget Supplemental for All -In Grant
3. Resolution 2023-22 Budget Supplemental for Stracker Solar and ODOE Grant
4. DLCD Housing Grant Application Authorization
5. Special Procurement of Software Services Contract with OpenGov, Inc.
Councilor Dahle/Hansen m/s to approve Consent Agenda items #1, #2 and #5.
Roll Call Vote: Councilor DuQuenne, Bloom, Hansen, Dahle, Hyatt, and Kaplan, YES. Motion
Passed.
Councilor Hansen explained a potential conflict of interest regarding consent agenda item
#3. He was a solar contractor and asked to be recused from voting on the item.
Councilor Hyatt/Kaplan m/s to approve Councilor Hansen`s recusal regarding item 3.,
Resolution 2023-22 Budget Supplemental for Stracker Solar and ODOE Grant.
Roll Call Vote: Councilor Hyatt, Dahle, Bloom, Kaplan, and DuQuenne, YES.
Councilor Hansen left the room.
City Council Business Meeting
July 18, 2023, 2023
Page 2 of 8
Councilor Bloom/Hyatt m/s to adopt Resolution No. 2023-22 authorizing a 2023-25 BN
supplemental budget. Roll Call Vote: Councilor DuQuenne, Kaplan, Hyatt, Bloom and Dahle, YES.
Motion passed.
Councilor Hansen returned to the meeting.
Community Development Brandon Goldman provided background on the DLCD Housing
Grant application authorization.
Cynthia Dettman/Ashland/Lived in Wingspread mobile home park and supported the zoning
change for manufactured homes the city was considering.
Councilor Hyatt/Bloom m/s to authorize staff to prepare and submit an application for the
planning grant from the Department of Land Conservation and Development to hire a
consultant to assist the city in drafting a Manufactured Park Zone ordinance.
DISCUSSION: Councilor Hyatt explained how Dettman, and her team worked with Councilor
DuQuenne and herself on the matter several months before. Councilor Bloom noted passing
this would make things move faster. Councilor DuQuenne appreciated the collaboration.
Mayor Graham thanked Goldman and his team. Ashland was the first community to
complete the housing production strategy. This grant was the first implementation of that
strategy. Roll Call Vote: Councilor DuQuenne, Dahle, Hyatt, Kaplan, Hansen, and Bloom, YES.
Motion passed.
X. PUBLIC HEARINGS - None
XI. UNFINISHED BUSINESS - None
XII. NEW BUSINESS
1. Acquisition of the Tuttle Property (Taxlot 391E08DD-TL400) for the Open
Space Park Program
Deputy Parks Director Rachel Dials provided background, described the property, and
explained the benefits it would provide. Council noted an issue with the tax lot and acreage
amount and expressed concern that it might be subdivided.
Councilor Hansen/Hyatt m/s to approve the acquisition of the 4.16acre(approx.) portion of
the Tuttle Property known as 391E08DD -TL400 for the price of $125,000.
DISCUSSION: Councilors expressed concern voting when the acreage was not clear.
Councilor Hansen withdrew the motion with Councilor Hyatt's consent.
Council discussed the matter further and moved the agenda item to the end of the meeting
so Dials could get information on the acreage and subdivision.
Dials was able to produce another map (see attached) that resolved the discrepancy. The
property would be subdivided. Parcel 1 was the 4.16-acer piece that city would purchase.
City Council Business Meeting
July 18, 2023, 2023
Page 3 of 8
Parcel 2 was the owner's home and not included in the sale. The city would also acquire the
.2-acre easement.
Councilor Hansen/Bloom m/s to approve the acquisition of the 4.16-acre(approx.) portion
of the Tuttle Property known as 391E08DD -TL400 for the price of $125,000.
DISCUSSION: Councilor Hansen explained how the property was a key connector for the trail
system. He thanked the Parks Commission and the Tuttle family for selling it to the
community and encouraged citizens and visitors to visit the area. He thanked Councilor
Dahle for catching the discrepancy and appreciated Dials' efforts to resolve the matter.
Councilor Bloom commented that the land was at an incredible price for an incredible value.
He thanked Dials for her dedication to the position and in resolving the matter. Councilor
Dahle also thanked Dials. Roll Call Vote: Councilor Dahle, Kaplan, Hansen, Hyatt, and Bloom,
YES; Councilor DuQuenne, NO. Motion passed 5-1.
2. Early Childhood Affordability Grant Program
Item postponed to a future meeting.
XIII. ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Ratification of a 3-Year Labor Agreement with the International Association of
Firefighters (IAFF) Local 1269
Deputy City Manager Sabrina Cotta, Interim Human Resources Director Molly Taylor, and Fire
Chief Ralph Sartain spoke on how neither group was able to come to a complete agreement.
Cotta confirmed it went through arbitration and seeking council approval was a formality.
Councilor Bloom/Hyatt m/s to approve the three-year labor agreement with the IAFF and
authorize the City Manager and Mayor to sign the three-year agreement.
DISCUSSION: Councilor Bloom appreciated the process and effort made. Councilor Hyatt
expressed gratitude to IAFF, Local 1269 and the management team for navigating the process
in a respectful and collaborative manner. Councilor DuQuenne noted council was not present
during the negotiation and that was a misstep. Moving forward, she wanted council included
in the next negotiation process. Councilor Kaplan was a strong supporter of unions and the
collective bargaining process. He would support it even though the negotiation position of
city was not achieved and thanked the team for negotiating. Councilor Hansen supported
unions and firefighters and understood council was not allowed in these negotiations.
Councilor Dahle noted the professionalism of both sides and the pressure to come to an
agreement. Mayor Graham clarified council was consulted regarding the bargaining during
executive sessions and had provided direction to staff on the negotiation process. Roll Call
Vote: Councilor Hansen, Dahle, Bloom, Kaplan, and Hyatt, YES; Councilor DuQuenne, NO.
Motion passed 5-1.
City Council Business Meeting
July 18, 2023, 2023
Page 4 of 8
2. Contracts for Police and Fire Emergency Dispatch Services with Emergency
Communications of Southern Oregon (ECSO)
Police Chief Tighe O'Meara explained that every 911 call went through the Emergency
Communications of Southern Oregon (ECSO). It was the best model and functioned well.
Costs had increased and ECSO was revisiting the manner of how fees were calculated. ECSO
used a fee model on how long it took for a police call to be generated and finalized. For Fire, it
was from the time of the call to when firefighters were back in quarters. Chief O'Meara was on
the board of directors at ECSO. He was not supportive of the annual increase that at times
depended on assessed property values that could increase police and fire user fees. ECSO
capped it at 3% and staff pushed back as much as they could.
Chief O'Meara explained ECSO provided dispatch services for every fire and police
department in the county except for the state police. ECSO's first line supervisors, managers
and the director were very responsive to complaints. ECSO was the only emergency
communications facility in the area. He noted a typo to the amendment extending through
June 30, 2024.
Central Point had a comparable population to Ashland and paid $200,000 less because the
Ashland Police Department received more calls and demands on staff time. Central Point did
not have the same call volume.
Councilor Kaplan/Bloom m/s to approve contracts between the police department and ECSO and
the fire department and ECSO. Roll Call Vote: Councilor DuQuenne, Kaplan, Hansen, Dahle, Bloom
and Hyatt, YES. Motion passed.
3. Contract for an Electric Utility Master Plan with Stoddard Power Systems, LLC
Item postponed to a future meeting.
4. Contract for Briscoe School Roof Replacement
Jeff Lowry from the Oregon Child Development Coalition (OCDC) described the program
operating out of Briscoe School. Public Works Director Scott Fleury explained the city would
use grant money for the school's roof replacement, floor replacement and asbestos
mitigation. Any remaining funds would go to HVAC system improvements. They were
currently coordinating with OCDC staff on when to begin construction. They were not sure the
new roofing structure would bear the weight of solar panels. They were using a membrane
instead of asphalt. OCDC was more concerned with replacing the roof and floors than
updating the HVAC systems.
Councilor Hyatt/DuQuenne m/s to award a public improvement contract to CAR Homes and
Construction Services LLC for Project No. 2019-27, Briscoe School Roof Replacement, in the
amount of $648,830. DISCUSSION: Councilor Hyatt thanked Representative Pam Marsh, and
City Council Business Meeting
July 18, 2023, 2023
Page 5 of 8
former Interim City Manager Gary Milliman for their roles in the process. She thanked staff.
Councilor DuQuenne agreed and thanked the collaborative effort that worked.
Roll Call Vote: Councilor Hyatt, DuQuenne, Hansen, Dahle, Bloom and Kaplan, YES. Motion
passed.
5. Contract Change Order with Pilot Rock Excavation for Wastewater Treatment
Plant outfall Relocation Construction Project 2013-21
Public Works Director Scott Fleury explained this authorized a change order for Pilot Rock
excavation for the outfall relocation. He shared details of the project and thanked Chance
Metcalf, the project manager for the project and his actions that had reduced expenses.
Councilor Hansen/Dahle mks approval of Change Order #3 with Pilot Rock Excavation in the
amount of $588,601.41 to complete the construction of the WWTP Outfall Relocation Project.
DISCUSSION: Councilor Hansen understood construction errors and the hard work the department
put in to find other cost savings. Councilor Dahle agreed and thanked the team and Chance Metcalf.
Councilor DuQuenne noted the city had the opportunity to connect with Rogue Valley Sewer Services
twice. She wanted to look at the cost in the long term. She would not support the motion and
questioned how this was sustainable. Councilor Bloom noted Rogue Valley Sewer Services
just lost a $300million lawsuit for spillage into the river. Mayor Graham clarified council did a deep
dive into wastewater treatment, the effluent, and piping it. The cost of energy would become a
problem. Given climate realities, it was prudent to hold on to water. Roll Call Vote: Councilor Hyatt,
Bloom, Hansen, Kaplan, and Dahle; Councilor DuQuenne, NO. YES. Motion passed 5-1.
6. Resolution: 2023-31 Approving an Amendment to the Loan Ceiling of the Clean
Water State Revolving Fund Loan R11755 for the Wastewater Treatment Plant
Outfall (WWTP) Relocation Project
Public Works Director Scott Fleury explained this item was tied to previous one. This was an
amendment to the existing document. It required council to approve the resolution and allow
the city manager to sign a loan document as well. He confirmed the interest rate was 1% per
year and the fee was .5 percent on the balance unpaid. They were ahead in the project and
would finish early. He confirmed there were no plans to rebuild the wastewater treatment
plant. Staff were maintaining what they had.
Fleury confirmed these were federal law permits under the environmental protection agency.
The city was maintaining compliance with the federal law. Noncompliance would result in
financial liabilities to the public and criminal penalties.
Councilor Kaplan/Bloom m/s to approve "A Resolution Authorizing and Approving an Amendment
to Clean Water State Revolving Fund Loan Agreement No. R11755," and further authorize the City
Manager to sign the loan documents for the new loan amount. Roll Call Vote: Councilor Hansen,
Dahle, Hyatt, Bloom and Kaplan, YES; Councilor DuQuenne NO. Motion passed 5-1.
City Council Business Meeting
July 18, 2023, 2023
Page 6 of 8
7. Second Reading of Ordinance 3223 Creating AMC 14.10 - Stormwater
Discharge and Quality Control
Public Works Director Scott Fleury explained the only change that had occurred was
renumbering the last 4-5 bullets. He thought the fiscal impacts in the storm drain budget was
$1.3million annually. Deputy City Manager Sabrina Cotta would send out that information.
Councilor Bloom/Dahle m/s to approve second reading of Ordinance 3223, titled
"Stormwater Discharge Quality Control" creating section 14.10 - Stormwater Discharge
Quality Control of the Ashland Municipal Code. Roll Call Vote: Councilor Dahle, Bloom,
Hyatt, Hansen, DuQuenne and Kaplan, YES. Motion passed.
8. Second Reading of Updated AMC 2.04 - Rules of the City Council ORD 3224
Acting City Attorney Doug McGeary explained the ordinance was not to form because it
lacked a placement for the ordinance number and signatures. These were items that could
be added afterwards and would not impact the vote. He described the changes to the
ordinance.
Mayor Graham addressed 2.04.030 Agendas (G)Time Limits, explained why it should be
removed and offered the following new language instead, "The Mayor shall hold discussion
to within the scheduled time frame, unless the consensus of the Council..."
Councilor Bloom/Hansen m/s to approve for Second Reading of 3224, the update to AMC 2.04
Rules of the City Council as amended. DISCUSSION: Councilor Hansen liked the additions and the
clarification. Roll Call Vote: Councilor Kaplan, Hyatt, Hansen, Bloom, Dahle and DuQuenne, YES.
Motion passed.
XIV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
1. Wildlife Crossing Pilot Program (WCPP) Grant Application Support Letter
Council noted the population number was incorrect. Mayor Graham would correct that in the
letter.
Councilor Hyatt/DuQuenne m/s approval of the proposed letter, Wildlife Crossing Pilot
Program, WCPP Grant Application support for the Oregon 1-5 wildlife overcrossing project
reconnecting the Cascade Siskiyou National Monument and in support of total grant
application as presented at the beginning of this evening's meeting.
DISCUSSION: Councilor Hyatt explained the effort was necessary not only for biodiversity but
for the safety of those traversing 1-5. Councilor DuQuenne agreed and appreciated what was
being done for the four leggeds and pollinators. Councilor Hansen thought it was a great step
improving the habitat. They owed it to the world to make the human impact lighter. Councilor
City Council Business Meeting
July 18, 2023, 2023
Page 7 of 8
Dahle was proud to be a leader here for this kind of initiative. Roll Call Vote: Councilor
Hansen, Dahle, DuQuenne, Kaplan, Hyatt, and Bloom, YES. Motion passed.
Councilor Kaplan attended the Ashland Senior Advisory Committee and saw a presentation
by Age Plus regarding an affordable housing project in the city of Talent for seniors and low-
income individuals with support from Neighbor Helping Neighbor. It will be 20-40 units per
development. He shared statistics about aging in Jackson County.
XV. ADJOURNMENT OF BUSINESS MEETING
Councilor Bloom/DuQuenne m/s to adjourn the meeting at 8:48 p.m. Voice Vote: ALL AYES.
Meeting adjourned at 8:48 p.m.
Respectfully Submitted by:
Clerk of the Council Pro Tern Dana Smith
Attest:
l
� A�Z�
Mayor T nya Graham
City Council Business Meeting
July 18, 2023, 2023
Page 8 of 8
Exhibit A:
Red: Proposed Boundary Line Adjustment
Green hash: Proposed Maintenance `
Easement via driveway access for APRC,
14' wide O.C., and access, pkg. areas as
shown on map
---- TID-Ashland Canal
Trails
J�
TL:500 Proposed Parcel 2
Existing Property Line
Proposed Vehicle Access
Proposed Parcel 1 m
oQ
Q�
Proposed
lx1 �� !J Parking
TL:4
Access
Proposed Ped Access Proposed PedtEquip Access
4
Tuttle Property/ Proposal - PLA
391 E08DD TL:400
0 45 90 180 Feet
N
W+E
S
Speaker Request Form
IIHS FOAX IS A PUBLIC RECORD
ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC .
1) Complete W. form and return it to the City Record. prior to the discussion at the item wish .
to meek about
2) Speak to the City Council from t1w table podium mtoaphone.
3) Stew yoyr Dame and address for the record.
4) Limit your comments to the amount oftime given b you by tlm Mayor, usually 3 ear 5 minutes.
5) Ifyoapreseat twillen rnawriaLs.pleast, give a wpyto the City Rceorderfor the trained. ,
6 You my give wdten comments tothe .City Recorder for the record ifyou do rdwish to speak.
- (Commew can be added to the back of tlds sketif m —..y)
y) Speakae an, solely responsible far the enrdtind oftleir public statement
Tim Flu.shksetsngDat
Name
(Pleaep nett)
Add-!(m,P0
Phone Rmeil
Agenda Npid'dem number OR
Topic Vorpublic (arum (Ian agenda item) SYv -Fh �M�i�it=%
Land Use Public Hearne
Pleaseludkate Oeefotlorring
Nor.. Agairst-
Challenge for ConNrt oflat Brest or Bias
Ifyou are cha➢eogmg a member (a city councilor m apltmuing cmnmissioner) with a conA of intmcst
or bei, please write your allegation complete witb supporting fads an this form and deliver it to the elak
iarm diavly" The Proidmg Officer .sill address the wim. cnaIlcnge with the member. Please be
nspatful ethe proceeding end do not interrupt Yon may aL m provide testimony about the challenge
who yootcartfy during thanmmil ortkr ofpfomalitgs.
Written Commeaw ha➢engr,,
The Public M.Ang Law regdrm that air city meetings are open to the public Oregon Iaw does not
aiwaya require that the public be permitted to speak flu Ashl d City Council generally Imam the
public to speak on agenda ttems aid during public forum on non -agenda items unless time conentrimr
limn public iesdmmpt. No.penon ha an absvhre right to speak or parddpare N w<ry phase of a
proceeding. Please reaped the. order ofproceedtingr for publichearfngs and strictly fallgw tM dirccliarsu
.ofibepreddtng �cer. Bshavior or adloiD which are unreaso>urbly loud ear �'rripfiri are dhrespedful,
mrd r y canrdrure dsaderly condaee 0biide W,7be nquwted c leave the room ,
Commcma and rtakrmntebl eyeakea do mtrepresent,ne opi mn ef,he CRY Camarih CityOfficers or
employees or the Gry of Asklml
Speaker Request Form
THIS FO)W ISAINmLIC RECORD
AIL INFORMATION PROVIDEBWILL DR MADE AVAILABLE TO THE PUBLIC .
1) Campleta this faun andrmem it to the City Recorder crier to the diecaraian at the item van wirt
to•nuk ehout
2) Speak to the City Council flmm the tablepodium mi—ph..,
3) State your name and address for the record. -
4) ,Limitj our comments to the amount oftmm given to you by the Mayor, tes®Ry 3 m5enimta.
5) Ifyoupoment sarinen materiels, please give a copy todm City, Rccarderforft=cord.
6_ Yotsraaygive written commentsto the City Rectuder for the recordifyos do not wistto spcela-
(Commrms canoe added m the back of this steq ff=—,.,y)
7) Speakasmc solely responsible foribe rantetn ofthe'npubliosmremnnt.
Name
- RegularMeefte
Agenda topidrtem member OR I _
Topic far public forma (no. agenda stem)
Land Use Public Hearale
PBeax mdkakmerallartiaF
For. Ag inat. .
Challenge for Conflict aflnter tear Bins
1Fyou Ire chelleaging a raemher (e city comrcilor m aple�iog cmv�ssiona) wiih a conflict of intertrt
or bias, please write your allegation complete with supportiug fists on this from and deliver itto the dark
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whin you tmtify during the normal order afpicceedmpg
Written CammwtalchaUturse:
the Public Meeting few reqube dart all city meetings an open to the public. 0mgon law does rot
nhroys regdre that the public be pirviaed m speak The Ashland City Com,di griumally front. the
public to speak art agenda item and during public forum an nonagerda items orders time ran "Par
limit public tertimony No.penm hat m absohue right ro prat yr pardclpare in evaryphase. of a
proceeding Phase raped the order ofprocireingiforpubfis hearings androicriyfollw the&men=
jthe prending ofJlcer. BehrMoror aetlora which arc unrcarombfy lard or duruptlye are den Peek '
and mqy coasrfmre dmrderly—Wet..Off den will be requeted rc lewd the room
(:muscats and sWemenh ny rpekeepl.r.reprai C&, u opmim afdie l'ky [bwdt, 6ryt%wa m
e Played or me Gry ofunland
Speaker Request Form
71US FORM IsA POBL/C RECORD
ALL INFORNEA"ON,PRODIDED WIU.BEMQDR AYAIL ABIS TO TBH PUBLIC
1) Complete this form and=turn it to(he City Ranter prior to the discussion of the item You wish
to snmk about
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5) ifyaupresent written materials, pl—.give a mpyto the City llecorder far the=cord.
6 .You may give wriUm comments on the City Recorder for the record if you do not wish to speak
(Comments ssn be added to the back ofthis shut ifacc—.dy)
7) Speakers are solely responsible for the content of their public statement
TonigbR'a Set: YDpte
ReealarMeetinir_
Agenda !opiate= number n OR
Topic for public forum (urn agenda item) I� U (.
Land Use Pablic Hearing
Pleaseind'eatethafaitowbW.
Far: -_ Against_
ChaBmge for CUaaitt ofleterest err Bien
If you a= danumging a member (a crty couumlor or aplao.iog commissioner) wither cvnDiG of inamgt
or hint, pldse wine ymn allegxtiom eamplele with mPPmti"B facts on this farm and deliver ittp tha cleric
immediately. The Presiding 0fF, will addrxas the wr'dtm challenge with the member. Please be
rwpee[fd of the proeadicg and do not imerrnpt Yen may also provide testimony about the challenge
when you testify during the normal Order of pioc-d.W.
Wrinto Commcrwch.11enge:_ .
The Public Mesmrig Law nqulra (hat all city cnesdngr are open to the public. Oregon law doer not
always require that she public be pindBed to speak The Ashland City Council generally inviter the.
public to speak an agerda treat end during pubile forum on —agenda firms uelers rime conrlrahar
limit public w0reony. No person her an absolute right to peak or pmWdpate In. every phase of a
prvrsedfng Please respect die order ofpnnceedingr for public heartngr and rmicrly fallow the dfrechom
.pith. prerrdng Bros. aehavlor a, ague= tvhiah a.e urwarow.bly. mad or dr�nYe lira drrerperrju{ '
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C.am:erdr and codenreas b9 epeakeo do parep.—the opi— of the City Ccmtd , City Offdeea or
c.Vl.y r or the City ofAshland-
Speaker Request Form -
TH1SNOPMISAPMACRZCO D .
AIL INFORMATION PROVIDED WILLBEMADR AYAXIAB1Y TO TIDE PUBLIC .
1) Complete this fan and ream it m the City Recorder prior to the discussion oftbe it,. vpu wish
to auk about
2) Speak. the City Coumd from the table podium uncrophen.
3) State ymv name and add.—Gethe record -
4) limit your mamma to the ammo[ of tir m giver,m you by the Mayor, usmdly 3 a 5 mima m
5) Ifyo. p= ..t written matviak, please give a copy to
the CityP—der for the record.
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(Comaemts cop be added to the back of tbi. sheet if—...iy)
7) Speakers are solely=spemsibh for the coutmt of their public sntemem.
TonletsManm^g�Dirte
Name1W
RenlarMeetine Corst.,.d/ Ei'.LI
Agenda c.pidA— oumbors,0-,A OR Pell H-zl-ons.p
Topic for public ft.. (uon� X-d. ii'te.))
Land Use Public Hearne
Pleasadmina+e WCfaUowing: ..
For: Aguimt:
Challenge for Conduct of Interest or Bias
If you are tballeogmg a.e.b. (a dy councilor err aphwning camnissioner) with a covflia of intenrst
Or bias, please wig your allegation compute with snpporong facts on this farm and deliver it to the cleric
haw,46tdy. The Presiding Officer wM address the written rheuenge with the member. Please be
tnpettfid of the proreedvig and do not interrupt You may afro provide testimony abort the cballengn
who you tstify during the Dmmal order ofpmoeedmgs.
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The Pablic Meeting law requirer dun all dly mealagr ore open in the public Oregon law doer act
always requlrr that the public be perudtied m peek The Arhbmd Cry Council generally invites the
public m peak on agendr Items and dwleg public forum an aceragenda ifenu =deer Nme com rain,
Batt publu tts@nory- No pmm. hen an absolute right m peak or paseic pate In every ph-, of a
'proceed"ng Plemre resperfthe order ofproceedingrforpubBc heorfngr amlrMcrtyfollow the d/nerlonr
ofthe prcjWng Blcer. Behavior or acrfanr which are aneraonably loud or dsr ptiw are oft—specol,, .
caul may conrdrde dGorderly tmdact Offerden will be requerrd to leave the room _
0—crier =1 sinomms g sprakm do mrcmp mat the %mica artbe CityCounal, City 11&cm or
auployees or the an, ofAshlaud
qW,AAM'Council Business Meeting
August 1, 2023
Agenda Item
Fire & Rescue Citizen's Special Lifesaving Award
Ralph Sartain
Fire Chief
From
Ty Haggard
I Firefighter/Paramedic
ralph.sartain@ashland.or.us 541-552-2229
Contact
Ty.haggardgashland.or.us 503-970-3531
Requested by Council ❑ Update ❑ Request for Direction ❑ Presentation
SUMMARY
Ashland Fire and Rescue is presenting Ashland resident Jennifer Campbell with a Citizen's Life Saving Award for
actions she performed during a medical emergency near her home.
POLICIES, PLANS & GOALS SUPPORTED
N/A
BACKGROUND AND ADDITIONAL INFORMATION
At 1649 hours on March 171h, 2023, Ashland resident Jennifer Campbell was alerted by a frantic neighbor that the
neighbor's roommate was choking. Jennifer remained calm in a chaotic environment and assisted her neighbor
by successfully performing the Heimlich maneuver and dislodging the foreign object.
FISCAL IMPACTS
N/A
DISCUSSION QUESTIONS
N/A
SUGGESTED NEXT STEPS
N/A
REFERENCES & ATTACHMENTS
N/A
Page 1 of 1
lraftl
L'ai City Manager's Report
8.1.2023
CITY MANAGER'S OFFICE:
• Cooling Center at Ashland Library: The City supported a cooling center at the Ashland Library on July
15 from 1 to 8 p.m. More than 30 people showed up during the heat of the day. Water and donated food
were distributed
• Fire in the watershed on July 13: A fire on the East Fork of Reeder Reservoir was held at 2-acres on US
Forest Service land. Everbridge advisory messages were sent out to citizens. The Alerts Feed link in the
message has proven to be a great help in delivering further information to citizens. Thanks to Dorinda
Cottle for her help in setting this up for our emergency alerts. If you or someone you know did NOT
receive these advisories, please text "97520" to 888777, and then take some time to go to our much
improved webpage under Emergency Preparedness, ash land.or.us/BetterPrepared, go to our Alerts
page, and create a full account with Citizen Alert/Everbridge
• Interviews: Live interview with KTVL to cover the emergency messaging switch from Nixle to Citizen Alert
(Everbridge). Also, live radio interview with KSKQ FM radio covering emergency alerts, emergency
preparedness and Almeda fire stories. Interview on Newswatch 12 to discuss the criteria for opening an
emergency shelter for extreme heat
Everbridge message training with Jackson County emergency mangers: On July 31, Holly Powers
(Jackson County Emergency Management) and Delaney Heurta (Jackson County Emergency
Management) will be training with us on the Citizen Alert/Everbridge system at fire station 1. Our Ashland
team of personnel who are able to send out messages will get official on -boarding with our county EMS
OTHER ONGOING:
o The Wildfire Workshop rescheduled to July 26. This will be a review of resources and capacities
at the City Department head meeting. A fire scenario will drive the process
o Evacuation Task Force: A task force made up of Public Works, Ashland Police Department,
Ashland Fire & Rescue, and ODOT will convene Aug 7 to problem solve on how to design the
most efficient and safe mass evacuation - How to manage "all lanes going OUT" during an
event, and how to handle the current Clay St railroad bridge construction in the event of a
needed evacuation
o Updating EOPs (Emergency Operations Plans): Department heads, look for your EMC to be
partnering with you on updates to specific annexes of our City of Ashland EOP. Kelly Burns will
need your help to make sure what is written in the plan can actually be counted on (Other EOPs
in process: Southern Oregon University, Ashland School District, Ashland Airport)
o Radio class for PW and electric dept Aug 81' 90 N Mountain: On August 8 our CERT Team radio -
heads will be creating and facilitating a hands-on radio class for Public Works and Electric
Department workers
COMMUNITY DEVELOPMENT:
Fair Housing Trainings: The City of Ashland Community Development Department sponsored three
enlightening Fair Housing Council of Oregon trainings from June 29-30. These sessions aimed to
educate Housing Advocates, Landlords, Property Managers and community members on various topics,
including Fair Housing Basics, Protections for People with Disabilities, Families with Children, Source of
Income, Disparate Impact and Fair Housing Law Enforcement. By equipping participants with this
valuable knowledge, the initiative sought to empower Ashland residents to be aware of their rights and
responsibilities under the Fair Housing Act, and to foster an inclusive community that actively addresses
and combats discrimination in housing
Page 1 of 3 For
rr
Ewa
• City Manager's Report
FIRE
Ashland High School Humanities Building: The City of Ashland Building Division has approved a permit
application and work has begun on a major upgrade of Ashland High School's Humanities Building. The
upgrade includes seismic retrofitting of the existing 1968 building and the addition of an elevator and
restroom on the North end. The project involves removing and rebuilding the failing concrete balcony,
making various accessibility and site improvements, and completely renovating the plumbing systems,
upgrading electrical systems, and heating and cooling systems, and installing emergency power
generators. These enhancements will contribute to the overall safety, accessibility, and functionality of
the Humanities Building at Ashland High School
Building Division Staffing: The Building Division has appointed Chad Stichter to the vacant Building
Inspector position. Following his appointment, Chad has successfully passed crucial certification tests,
such as the New Commercial Building Inspector Certification and the New Commercial Plans Examiner
Certification. These certifications showcase his expertise and strengthen our division's capacity to
ensure the safety and compliance of commercial buildings in our community
Grand Terrace Annexation: The Oregon Land Use Board of Appeals (LUBA) has reviewed the appeal
request for the Grand Terrace Annexation (1511 Hwy 99) and has remanded the planning action back to
the City for additional evaluation. The remand focuses on two specific issues... firstly, the adequacy of
the size of the affordable units concerning the city's affordability requirements, and secondly, the
approval of the Exception to the on -street parking requirements. To address these matters, the Planning
Commission is scheduled to hold a public hearing on August 8, and subsequently, the case will be
presented to the City Council for further review and final decision in October 2023
• Sara Jones as she has been invited to participate in a briefing in Washington D.C. for the work we are
doing in Smokewise for schools and preschools. It is an exciting opportunity for us to highlight the
proactive approach we are taking for improving children's health outcomes with better indoor air
quality. Her trip is being covered by OSU (Oregon State University), and she is a great ambassador for
the work she is dedicating her time and talent to promote. She will be in DC September 27-29 of this
year
Ashland Fire & Rescue, along with four other agencies from Jackson County were dispatched to the
Golden Fire located in Yonna Oregon, just outside of Klamath Falls. Crews were dispatched late Friday
afternoon on July 21, and have the potential to remain until July 28. The fire which is approximately 2,052
acres and 0% contained as of Monday, July 24, has taken out a few structures and is threatening many
more. This does not affect our current response capabilities as we have backfilled the positions to keep
our minimum staffing
Page 2 of 3 WK
IF41;al
RMA
• City Manager's Report
INNOVATION & TECHNOLOGY:
• Check out the recent compliment from Allison George, Welcome Center Program Manager for
Travel Oregon/Oregon Tourism Commission, "I must share that our welcome center internet service
from Ashland Fiber Network is incredible. It's far and away, the fastest, most reliable network
throughout the state." - Way to go Chad Sobotka and team!
• The City has a new subscription -based aerial imagery service provided by Nearmap. Nearmap
updates the imagery regularly, and we have access to images going back to 2016, with the most
recent data capture being June 15 of this year. The photo coverage is provided in an internet
browser version, as well as a traditional GIS-program version, and we have both straight down
(ortho) imagery as well as angled (oblique) from multiple directions.
We are also enrolled in Nearmap ImpactResponse, a post -catastrophe program where Nearmap
will fly and publish surveys for our area on request should we experience a wildfire. In fact, Nearmap
provided aerial imagery the day after the Almeda fire, and we have access to those photos as well.
If this subscription would be a benefit to you, please feel free to email GIS(aashland.or.us and we will
set you up with an account. (Note: Nearmap is for internal/City staff use only.)
Example of an oblique photo of City Hall, OSF, ComDev and the entrance to Lithia Park, June 15, 2023
POLICE:
• Two parking spaces in the downtown roundabout, next to City Hall, are now designated to Ashland
Police parking. This change occurred because the police department moved out of the contact
station, which sits across Main Street from the plaza. When the downtown police presence was
housed there, the City had two dedicated spaces behind that building. The police presence
downtown has since been transitioned to City Hall, meaning the department parking needs
transitioned to needing to be close to City Hall. This will give officers the flexibility to respond in a
vehicle if needed
Page 3 of 3
Frail
• Council Business Meeting
August 1, 2023
Agenda Item
Transportation Advisory Committee Appointment
From
Dana Smith
Clerk of the Council Pro Tem
Contact
recorder(o)ashland.or.us.541-488-5307
Item Type
Requested by Council ❑ Update ❑ Request for Direction ❑ Presentation ❑
SUMMARY
Confirm Mayor Graham's recommendation for the appointment of Nick David to Position #3 with a term ending
April 30, 2026.
BACKGROUND AND ADDITIONAL INFORMATION
Ashland Municipal Code (AMC) Chapter 2.13.
FISCAL IMPACTS
N/A
ACTIONS, OPTIONS & POTENTIAL MOTIONS
I move to approve the Mayor's recommendation for the appointment of Nick David to the Transportation
Committee.
REFERENCES & ATTACHMENTS
Attachment l: Application - David
Page 1of1
r�
From: City of Ashland. Oreaon
To: Dorinda Cottle; City Recorder
Subject: Application for Committee or Commission Submitted
Date: Sunday, June 25, 2023 10:50:57 PM
[EXTERNAL SENDER]
*** FORM FIELD DATA***
Name: Nick David
Committee or Commission intersted in: Transportation Advisory Committee
Address:
Phone:
Email:
Occupation: General Contractor
Educational background: Ashland High School Graduate (2004) Portland State University
(2010) - Bachelor of Science in Environmental Science with a Concentration in
Sustainability
Related Experience: I don't have much real experience in the field of transportation
planning. I took several classes on urban sustainability and even took a trip to Spain for
a few weeks to explore how Spanish cities have integrated many walking districts and
cycling routes into their urban planning and how those precedents were being
incorporated into Portland's newly adopted planning standards at that time. I definitely
would welcome further education in this field.
Interests: I am always paying attention to how people get around town, including cycling,
driving, walking and public transportation and consider its efficiency, and challenges. I
also have many thought experiments running in my head about how to best use the right
of ways that are under Ashland's jurisdiction and how to converse with ODOT so that
we can start imagining what a redesigned downtown commercial district could look like.
I would like to join the commission as a curious and engaged member who deeply cares
about the experience of living in Ashland and how transportation planning decisions
impact our fair city's comfort, efficiency, and safety.
Availability: As a self-employed person, I'm fairly flexible in my availability. I also have
two young kids and a lovely wife and will do my best to balance my commitment to them
with my commitment to the Commission.
Additional Information : I was born at Ashland Community Hospital in 1986 and have
lived here my whole life since then, save for about eight years in Portland during its
prime. As a general contractor, I have a good understanding of project feasibility,
budgeting, spatial analysis, codes, and other facets of designing and building things that
may be advantageous on the Committee.
Signature: Nick David
* * * USER INFORMATION
SubscriberID: -1
SubscriberUserName:
SubscriberEmail:
RemoteAddress: 66.241.70.76
RemoteHost: 66.241.70.76
RemoteUser:
,Council Business Meeting
August 1, 2023
Agenda Item
Approval of Liquor License Request for Harana Cafe
From
Dana Smith
Clerk of the Council Pro Tem
Contact
recorderra)ashland.or.us; 541-488-5307
em Type
F
Requested by Council ❑ Update ❑ Request for Direction ❑ Presentation ❑
SUMMARY
This is a request for approval of a liquor license application for the Harana Cafe,116 Lithia Way, Ste. 2., Ashland,
OR 97520.
POLICIES, PLANS & GOALS SUPPORTED
AMC Chapter 6.32 Liquor License Review
BACKGROUND AND ADDITIONAL INFORMATION
This is an application for a New Outlet of a Full -On Premises Commercial Liquor License.
FISCAL IMPACTS
N/A
STAFF RECOMMENDATION
Staff recommends approval of the liquor license application. The City has determined that the location of this
business complies with the City's land use requirements. The applicant has a Business License and has
registered as a restaurant.
ACTIONS, OPTIONS & POTENTIAL MOTIONS
I move to approve the liquor license for the Harana Cafe.
REFERENCES & ATTACHMENTS
Attachment 1: Application
Page 1 of 1
r.�r
LIQUOR LICENSE APPLICATION
Page 1 of 4
Check the appropriate license request option:
0 New Outlet I ❑ Change of Ownership j ❑ Greater Privilege I ❑ Additional Privilege
Select the license type you are applying for.
More information about all license types is available online.
FLIT On -Premises
RCommercial
❑ Caterer
❑ Public Passenger Carrier
❑Other Public Location
❑For Profit Private Club
UNQnprofit Priyate Glib
Winery
❑ Primary location
Additional locations: 02nd 03rd 04th ❑Sth
Brewery
❑ Primary location
Additional locations: 02nd ❑3rd
Brewery -Public House
❑ Primary location
Additional locations: 02nd 03rd
Grower Sales Privilege
El Primary location
Additional locations: Q2nd 03rd
Distillery
❑ Primary location
Additional tasting locations: 02nd 03rd 04th 05th 06th
❑ Limited On -Premises
❑ Off Premises
❑ Warehouse
❑ Wholesale Malt Beverage and Wine
LOCAL GOVERNMENT USE ONLY
LOCAL GOVERNMENT:
After orovidine your recommendation, return this
apnlication to the ap IA scant WfTH the
recommendation marked below
City/County name:
(Please specify city or county)
Date application received:
Optional: Date Stamp Received Below
❑ Recommend this license be granted
p Recommend this license be denied
Printed Name
Trade Name f p- ANH
Date
LIQUOR LICENSE APPLICATION
Page 2 of 4
APPLICANT INFORMATION
Identify the applicants applying for the license. This is the entity (example: corporation or LLC)
or individual(s) applying for the license. Please add an additional page if more space is needed.
Name of entity or individual applicant #1:
flffNltlin LLG
Name of entity or individual applicant #3:
Name of entity or individual applicant #2:
Name of entity or individual applicant #4:
BUSINESS INFORMATION
Trade Name of the Business (name customers will see):
flaraMq
Premises street address (The physical location of the business and where the liquor license will be posted):
111' utWcl Way Sulbe 2
City:
Ashl AY-j
Zip Code:
0I"1520
County:
3a C+'&Oh
Business phone number:
Business email:
Business mailing address (where we will send any items
by mail as described in OAR 845-004-0065i11.):
11 Lo 1-1611 Gi Way S Ln 16e 2
City:
State:
Zip Code:
I}shlalnd
by-
q-z52o
Does the business address currently have an OLCC
Does the business address currently have an OLCC
liquor license? ❑Yes ®No
marijuana license? El Yes 0 No
AUTHORIZED REPRESENTATIVE — A liquor applicant or licensee may give a representative authorization to make
changes to the license or application on behalf of the licensee or to receive information about a license or application.
give permission for the below named representative to:
DMake changes regarding this license/application on my behalf.
NSign application forms regarding this license/application on my behalf.
CAReceive information about the status of this application, including information about pending
compliance action or communications between OLCC and the licensee/applicant.
Representative Name:
M►c�e-h Nex,ro es
Phone number: Email:
hAraf�Aca�e'1 �mgil. corn
Mailing address:
%P U011A way Sul}-- 2
City:
State:
Zip Code:
A&l IwJ
bjZ
61-7516
LIQUOR LICENSE APPLICATION
Page 3 of 4
APPLICATION CONTACT INFORMATON — Provide the point of contact for this application. If this individual is not an
applicant or licensee, the Authorized Representative section must be filled in and the appropriate permission(s) must be selected.
Application Contact Name:
mi jidle Hermogcne.S
Email:
�KCAVIgcafe �'OWW. cord
TERMS
• "Real property" means the real estate (land) and generally whatever is erected or affixed to the land
(for example, the building) at the business address.
• "Common area" is a privately owned area where two or more parties (property tenants) have
permission to use the area in common. Examples include the walking areas between stores at a
shopping center, lobbies, hallways, patios, parking lots, etc. An area's designation as a "common area"
is typically identified in the lease or rental agreement.
ATTESTATION — OWNERSHIP AND CONTROL OF THE BUSINESS AND PREMISES
• Each applicant listed in the "Application Information" section of this form has read and understands
OAR 845-005-0311 and attests that:
1. At least one applicant listed in the "Application Information" section of this form has the legal right to
occupy and control the real property proposed to be licensed as shown by a property deed, lease,
rental agreement, or similar document.
2. No person not listed as an applicant in the "Application Information" section of this form has an
ownership interest in the business proposed to be licensed, unless the person qualifies to have that
ownership interest waived under OAR 845-005-0311.
3. The licensed premises at the premises street address proposed to be licensed either:
a. Does not include any common areas; or
b. Does include one or more common areas; however, only the applicant(s) have the exclusive right
to engage in alcohol sales and service in the area to be included as part of the licensed premises.
• In this circumstance, the applicant(s) acknowledges responsibility for ensuring compliance
with liquor laws within and in the immediate vicinity of the licensed premises, including in
portions of the premises that are situated in "common areas" and that this requirement
applies at all times, even when the business is closed.
4. The licensed premises at the premises street address either:
a. Has no area on property controlled by a public entity (like a city, county, or state); or
b. Has one or more areas on property controlled by a public entity (like a city, county, or state) and
the public entity has given at least one of the applicant(s) permission to exercise the privileges of
the license in the area.
01 rr I ircru I iramP Annliratinn IR-r A 1 741
LIQUOR LICENSE APPLICATION
Page 4 of 4
• Each applicant listed In the "Application Information" section of this form has read and understands
OAR 845-006-0362 and attests that:
1. Upon licensure, each licensee is responsible for the conduct of others on the licensed premises,
including in outdoor areas.
2. The licensed premises will be controlled to promote public safety and prevent problems and
violations, with particular emphasis on preventing minors from obtaining or consuming alcoholic
beverages, preventing over -service of alcoholic beverages, preventing open containers of alcoholic
beverages from leaving the licensed premises unless allowed by OLCC rules, and preventing noisy,
disorderly, and unlawful activity on the licensed premises.
attest that all answers on all forms and documents, and all information provided to the OLCC as a part
of this application, are true and complete.
Michelle tlexrnD9cres &123/2M
Print name ignat re2e- Date Atty. Bar Info (if applicable)
Print name Signature Date Atty. Bar Info (if applicable)
Print name
Signature
Date
Atty. Bar Info (if applicable)
Print name
Signature
Date
Atty. Bar Info (if applicable)
LVIM
Council Business Meeting
August 1, 2023
Agenda Item
Early Childhood Affordability Grant Program
From
Joseph Lessard
City Manager
Contact
ioe.lessard(o)ashland.or.us:541-552-2103
Item Type
Requested by Council ❑ Update ❑ Request for Direction M Presentation ❑
SUMMARY
This agenda item is for Council consideration of the Early Learning Grant Program to Ashland licensed, non-
profit preschool or childcare providers. Providers will in turn offer affordability scholarships to families that qualify
as low -moderate income households in need of childcare financial assistance.
POLICIES, PLANS & GOALS SUPPORTED
The Economic Roundtable conducted by the City Council on March 6, 2023, identified the need for a partnership
to develop early childhood development or care options for the Ashland community (see attached Economic
Roundtable - "Better Together" Next Steps).
On March 21, 2023, Council adopted a motion adopting its 2023-2025 BN Budget priorities that included the
following:
• Wildfire Risk Reduction & CEAP Execution
• Economic Development
• Affordability
On May 16, 2023, the Council voted to establish an Early Learning Ad Hoc Committee at the request of Councilor
Hyatt to create a tangible network of early learning care options within the Ashland community (see attached
Request for Early Learning Ad Hoc Committee). At the Regular Meeting of June 20, 2023, Council confirmed the
Mayor's appointment of six members to the Ad Hoc Committee which also includes Councilors Hyatt and Bloom,
an Ashland School District member and a potential City Manager's Office assigned participant.
The 2023-2025 BN Budget includes funding appropriations of $120,000 each fiscal year for an affordable
childcare initiative (BN Budget total of $240,000).
On June 6, 2023, Council authorized an Early Learning Small Grant to ScienceWorks Museum in the amount of
$5,000 to serve as matching funds to the purchase of two temporary classrooms and a bathroom modular
building for use in developing an early childhood learning program (see attached Council Communication for
the Early Learning Small Grant Opportunity - ScienceWorks Museum).
BACKGROUND AND ADDITIONAL INFORMATION
For affordability scholarships to be available to qualified low and moderate Ashland households seeking early
childcare options at/near the start of the next Ashland School District scholastic year, it is timely for Council to
authorize the corresponding grant issuance plan for implementation. The plan is as follows:
Page 1 of 5
rr
•+�, Council Business Meeting
The goal of the Early Childhood Affordability Grant Program is to:
o Address Ashland's need for expanded early childhood care services that support families, a need
evidenced by childcare or preschool waitlists in excess of six to twelve months due to program
closures, reduced seats from program relocations and increased staffing challenges.
o Respond to households seeking affordability and financial stability. Such a response enables both
partners in the household to work if they choose and most important, studies demonstrate the
children in working family households thrive with access to early learning opportunities.
o Support the Ashland School District and other local economic institutions, as well as local
businesses, in their efforts to attract and retain employees with attractive early childcare or
learning options.
o Support kindergarten readiness for enrollment in the Ashland School District with early learning
and socialization opportunities for children.
o Support post COVID economic development in Ashland.
• Establish a pilot program that issues one-year grants to licensed preschool or daycare providers in
Ashland who will in turn provide affordability scholarships to individuals or families eligible for assistance.
The pilot program will only award grants for the FY 2023-2024 budget year.
o Subsequent funding will be based on learnings from the pilot program AND at the discretion of the
City Council.
• Grant awards will be made on a competitive basis from applications submitted by early childhood
service providers. In addition to the requested application information, provider applicants will likely be
interviewed and receive site visits as part of the award process. The draft applications process is as
follows upon City Council grant program consideration and approval:
1. Public announcement/notification of upcoming Grant Program;
2. Issue formal grant solicitation announcement;
3. Program orientation/input meeting for prospective grant;
4. Grant application deadline
i. City staff review for completeness and preliminary evaluation
5. Grant application recommendation process
i. Leverage Early Learning Ad Hoc Committee
ii. Applicant interviews and site visits
6. City Council award of grants; and
7. First grant allocation payouts to grant recipients
8. Monitor for success
• Pilot program grant applications will only be accepted from non-profit, certified/licensed childcare
providers offering service within the City of Ashland. A grant application is being developed by City staff
similar to those used by City for social services grants. The Grant application is anticipated to request
the following types of information:
Page 2 of 5
FIA Council Business Meeting
Applicant Entity Information
o Applicant narrative on organization priorities/mission and values, equity commitment, childcare
philosophy, history, board membership, etc.
o Staff profiles including formal and continuing education accomplishments/requirements
o Documentation of non-profit status
o Documentation of state certification/licensure of applicant/childcare facilities
o Description of type of childcare services offered (preschool/childcare, special needs services,
ages served, days/time of service, family -child needs screening/planning, and auxiliary services
offered such as meals, health screening, transportation, etc.)
o Documentation of organization financial viability (990 tax form, recent income tax filings, liability
insurance coverage, etc.)
Grant Funding Request
o FY 2023-2024 (Sept./Oct. 2023 through June 2024) total grant funding request amount with a
proposed affordability scholarship program budget
o Anticipated number of affordability scholarship awards with estimated average scholarship
awarded under the requested total grant amount.
o Description of applicant's proposed marketing/public information efforts announcing the
availability of the City's grant funding and soliciting affordability scholarship participants
Scholarships Award Information
Description of applicant's proposed scholarship program including:
• Household income affordability thresholds (minimum and maximum percentage of
Oregon/regional median family income level eligible for affordability scholarships);
• Draft sliding scale the grant applicant proposes to use to identify/verify level of need and
priority in awarding affordability scholarships (City grant funding is intended to only fill a
household's ability to pay for childcare gap with an affordability scholarship and thereby
attempt to maximize the number of households supported by affordability scholarships);
■ Outline of Information the grant applicant intends to require from households to evaluate
their potential scholarship eligibility (household Affordability Scholarship application
process).
• Note: Grant recipients may be requested to adjust their proposed scholarship award
plans/programs to establish affordability scholarship award consistency between multiple
grant recipients.
Program Monitoring & Reporting
o Anticipated/recommended outcome measures to be reported, including number, and dollar
value, of affordable scholarships awarded.
o Corresponding demographic information, as appropriate.
o Quarterly reporting will enable evaluation of the pilot program's status, including identification of
underutilized grant funding.
o Underutilized funding shall be subject to recapture by the City and re -award.
Page 3 of 5 or
IVr
":� Council Business Meeting
Affordability scholarships awarded by a grant recipient will be on the following household's basis:
o Ashland residents
o Ashland business or local government employees
FY 2023-2024 provider applications will be solicited for up to a total $100,000 of available City grant
funding. The City's goal is for the available City grant funding to be used for affordability scholarships
and increasing access to programming. Initial grant awards are anticipated to be paid on a quarterly
basis with the first installment available upon grant award. End of quarter reporting will be required from
each grant recipient provider in advance of subsequent grant allocations/payouts.
All subsequent grant awards, including for FY 2024-2025, be made under a new competitive process and
at the discretion of the City Council. A prior year grant award, including under the current pilot program
proposal, does not guarantee an award in any subsequent program year.
Subsequent biennial budgets continuation of grant program funding is solely at the discretion of the City
Council and may not be continued in future biennium budgets.
City grant funding should be considered by provider applicants as last -in funding. That is, available
affordability funding from other sources (such as Preschool Promise, Head Start, SNAP,
foundations/donors, local employers, etc.) should be considered the first applied affordability support for
each potential low or moderate household seeking early childcare support. Applicants will be requested
to indicate their potential other funding source or solicitation efforts as part of their City grant
application.
• The $15,000 balance of FY 2023-2024 available funding for early childhood programming will be held by
the City as a pilot program contingency for unanticipated needs or opportunities, or for grant award later
in the fiscal year.
DISCUSSION QUESTIONS
The Early Childhood Affordability Grant Program is a new and unprecedented initiative by the City. As such, its
application process and implementation are proposed as a pilot program to allow continual evaluation and
updating throughout the FY 2023-2024 year. Ongoing and constructive feedback from its participants and other
stakeholders will be necessary as the program proceeds to assure it meets its performance goals and
community expectations. The above outlined proposed plan should be considered a starting point for its
implementation and feedback.
FISCAL IMPACTS
Funding is available within the FY 2023-2024 budget for the Early Childhood Affordability Grant Program. City FY
2023-2024 balance of available funding is $115,000. Funding UP TO $100,000 is proposed for this program in FY
2023-2024.
SUGGESTED NEXT STEPS
City staff recommends adoption of the Early Childhood Affordability Grant Program conceptual plan:
I move to adopt the Early Childhood Affordability Grant Program plan and authorize City staff to
begin its implementation.
Page 4 of 5
.«►� Council Business Meeting
REFERENCES & ATTACHMENTS
Attached documents:
1. Economic Roundtable - "Better Together" Next Steps
2. Request for Early Learning Ad Hoc Committee
3. Council Communication for Ad Hoc Committee for Affordable Childcare and Early Learning
Appointments
4. Council Communication for the Early Learning Small Grant Opportunity - ScienceWorks Museum
Page 5 of 5
7t
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f 4
14
M.
•
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r.
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City Grants Plan: Early Childhood
Affordability Grant Program
Childcare & Early Childhood Develop
I Early Childhood Affordability Grant: Pilot Program Overy
• Goal: Affordability and Access
• Stakeholders: Families, Ashland School District, local busir
institutional partners
• Partners: Ashland, licensed, non-profit entities offering eai
• Process: Employ a formal, competitive grant process
• Funding: Up to $100K (not all funding must be awarded)
• Reporting: Quarterly review with grantees
• Ensure appropriate use of funds
• Recapture funds if appropriate
• Evaluate effectiveness and assess for future
Childcare & Early Childhood Develo
Program Goals: Affordability and Access
• Address Ashland's need for expanded early childhood car(
- Lack of slots evidenced by excessive waitlists
- Lack of affordability -Gap between entry wage and living wage cos
• Respond to households seeking affordability & financial stc
- Enable those who want to work to do so
- Children thrive with access to quality early learning
• Attract and retain local workforce: quality of life and afford
- Collaborate with Ashland School District & local economic institution
- Promote supportive environment for local businesses
• Reinforce & propel kindergarten readiness in collaboration
• Support post COVID economic development in Ashland
I - Be a community of choice for business, retention, development & rel
Or
aTag&'a 0 1
Childcare & Early Childhood Develol
Early Learning As A Community Benefit: Stakeholders
• Families and Ashland's Youngest Citizens
- Employ short term strategies to impact Ashland affordability
- Data shows: Approx. 442 children, age 0-5 at or below 200% FPL
- Ashland only has 77 subsidized early learning seats (17% access ra
- Families who can afford the tuition also cannot access a program
• Local Business & Institutional Partners: Enhanced Workfc
- Help position Ashland to retain & attract business
- 53% of families cannot afford both partners to work:
- Prohibitive to cost of care / lack of access
- Affordability gap: entry level wages vs. market price of care
- Businesses continue to struggle for workers post COVID
- Exacerbated by lack of affordable & accessible early learning
Ashland School District: Enrolment and Kindergarten rea(
Childcare & Early Childhood Develop
Early Childhood Affordability Grant Process/Steps
1. Public announcement/notification of upcoming Grant Program;
2. Issue formal grant solicitation announcement;
3. Program orientation/input meeting for prospective grant;
4. Grant application deadline
a. City staff review for completeness and preliminary evaluation
5. Grant application recommendation process
a. Leverage Early Learning Ad Hoc Committee
b. Applicant interviews and site visits
6. City Council award of grants; and
7. First grant allocation payouts to grant recipients
8. Monitor for success
d•�• ' 0"
Childcare & Early Childhood Develop
Funding: Up to $100K (not all funding must be awardec
Reporting: Outcome measures to be required
- Quarterly reporting to enable evaluation of the pilot program's stc
o Funding advanced vs. reimbursed
- support provider scholarship allocations
- support staffing cashflow considerations
o Quarterly advance replenishment, upon review completion
- Review for underutilized scholarship funding for recapture & re-a\n
- Year-end program summary narrative and scholarships data req
Childcare & Early Childhood Develop
Responsive:
• Economic round table feedback, community and business feedk
• Partner on Emergency Preparedness, Senior Services & many otr
• Pilot program responds to the needs of our youngest citizens.
Values:
• Community affordability, including in available housing and chilc
• Quality of life that underpins the City's economic vibrancy
• Belonging through mutual respect and openness, inclusion and
• Sustainability through creativity, affordability and rightsized servi
• Respect for the citizens we serve, for each other, and for the wort
Affordability Priority
�J
Childcare & Early Childhood Develo
Grant Funding Pilot Program
o New &unprecedented City role/approach
o Initial pilot targeting FY 2023-2024 only
o Subsequent grants at City Council discretion,
• including for FY 2024-2025
• Continued programing based on pilot program experienc
Ad Hoc Committee study/ recommendations
• pilot program/prior year grant does not guarantee subse(
o City grant funding: Affordability focused
• Scholarships intended to help address the financial gap L
price of care and ability to afford care
•. Maximize households able to benefit from finite funds
• Position us to better retain and attract workers
Childcare & Early Childhood Develo
Grant Application
• Grant Funding
o Ashland Residents &local business/government employees
o Anticipated grant awards
- FY 2023-2024
Affordability Grants $100,000 (multiple aware
Supplemental/contingency $ 151000
- FY 2024-2025 (if pilot determined successful)
Affordability Grants $100,000 (renewals/new
Supplemental/contingency $ 20,000
• Grantees must first use other available funding (City support is la:
o Preschool Promise /Head Start /SNAP /etc.
o Foundations
o Employer or donor contributions
o Etc.
Childcare & Early Childhood Develo
Grant Application
• Applicant Infromation
o Applicant Narrative (mission & values, equity commitment, ch
history, etc.)
o Staff Profiles & continuing education approach
o Non -Profit status & state certifications/licenses
o Description of child placements
- childcare or preschool (including early learning program c
- special needs served
- child ages served
- days/times of service
- before/afterschool care
- other services (snacks/meals, health, transportation, librar
o Financial viability information
Childcare & Early Childhood Develo
Grant Application
• Grant Funding Request
o FY 2023-2024 total grant funding request
- including proposed affordability scholarship program buc
o Anticipated number of affordability scholarship awards
- with estimated average scholarship awarded
o Description of proposed marketing/public information efforts
- announcing City's grant funding
- soliciting affordability scholarship participants
Childcare & Early Childhood Develo
Grant Application
• Applicant Grant Funding Request
o Define/describe scholarship award process
o verification/screening process
- min &max eligibility as percent of income &family size
- scholarship sliding scale by verified affordability need anc
- information required to verify household affordability
• Program Monitoring & Reporting
o Recommended outcome measures to be reported
o Quarterly reporting to enable evaluation of the pilot program':
- including potential underutilized scholarship funding for rE
re -award
- Year-end program summary narrative and scholarships c
Childcare & Early Childhood Develop
Grant Application
• Funding &Reporting
o Funding advanced vs. reimbursed
- support provider scholarship allocations
- support staffing cashflow considerations
o Initial advance of approx. 25-35% of total fiscal year grant awc
o Quarterly advance replenishment
Childcare & Early Childhood Develo
So. Oregon Median Income Table
%of Median Income
30%
50%
60%
80%
90%
100%
120%
150%
200%
IAIMAM
Household Members
1 Pers
2 Pers
3 Pers
4 Pers
$ 17,000
$
19,400
$
21,850
$
24,250 $
$ 28,3.50
$
32,400
$
36,450
$
40,450 $
$ 34,020
$
38,880
$
43,740
$
48,540 $
$ 45,300
$
51,800
$
58,250
$
64,700 $
$ 50,960
$
58,280
S
65,530
$
72,790 $
$ 56,630
$
64,750
S
72,810
$
80,880 $
$ 67,950
$
77,700
S
87,380
$
97,050 $
$ 84,940
$
97,130
$
109,220
$
121,310 $
$ 113,250
$
129,500
$
145,630
$
161,750 $
5 Pers
6 Pers
7 Pers
81
26,200
$
28,150
$
30,100
$
43,700
$
46,950
$
50,200
$
52,440
$
56,340
$
60,240
$
69,900
$
75,100
$
80,250
$
78,540
$
84,490
$
90,280
$
87,380
$
93,880
$
100,310
$ 1
104,850
$
112,650
$
120,380
$ 1
131,060
$
140,810
$
150,470
$ 1
174,750
$
187,750
$
200,630
$
nCouncil Business Meeting
August 1, 2023
Agenda Item
Contract for an Electric System Master Plan with Stoddard Power Systems, LLC
From
Thomas McBartlett III
Electric Utility Director
Contact
Thomas.mcbartlett(aashland.or.us 541-488-5357
[Item Type
Requested by Council ❑ Update ❑ Request for Approval ® Presentation ❑
SUMMARY
Approval is being requested to enter into a contract for an Electric System Master Plan at a cost of $78,159.00.
A formal competitive sealed proposal (Request for Proposal) is the required sourcing method for an acquisition
of this type (Personal Services) greater than $75,000.00. The City's intent is to award a contract to the highest
ranked proposer, Stoddard Power Systems, LLC.
POLICIES, PLANS & GOALS SUPPORTED
• Climate Energy Action Plan execution
• Quality infrastructure and facilities through timely maintenance and community investment
BACKGROUND AND ADDITIONAL INFORMATION
A formal RFP (Request for Proposal) was facilitated, and the City received three (3)proposals in response to the
RFP. The proposals were evaluated in accordance with the evaluation process and criteria outlined in the RFP
and the City's intent is to award a public contract to the highest ranked proposer.
In accordance with AMC 2.50.070(2), this contract exceeds delegated authority and thus requires Council
approval. In accordance with AMC 2.50.090 and AMC 2.50.120(A), a formal Competitive Sealed Proposal
(Request for Proposal) is required to acquire personal services exceeding $75,000.00.
Please refer to the attached solicitation - Request for Proposals - for the scope of services.
FISCAL IMPACTS
The Electric Utility Department has funds budgeted for this project.
DISCUSSION QUESTIONS
SUGGESTED NEXT STEPS
Staff recommends award of a contract for the Electric System Master Plan services to the highest ranked
proposer, Stoddard Power Systems, LLC.
REFERENCES & ATTACHMENTS
Evaluation Summary
Request for Proposal - Electric System Master Plan
Stoddard Proposal
Page 1 of 1 or
- ZrAl
;
City of Ashland
Request for Proposal
ELECTRIC SYSTEM MASTER PLAN
Evaluation Summary
July 7, 2023
ELCON
STODDARD POWER
Points
ASSOCIATES INC.
ENERNEX, LLC
SYSTEMS, LLC
Evaluation Criteria
#1
#2
#3
#1
#2
#3
#1
#2
#3
Letter of Introduction, Table
of Contents and Proposal
5
5
5
5
5
5
5
5
5
5
Submission Form (Exhibit A)
Qualifications and
Experience
30
25
20
25
20
20
20
28
30
30
Task List & Timeline
25
25
25
25
15
10
10
25
25
25
References
10
8
10
7
5
5
9
10
10
10
Contractual Terms and
Conditions
5
5
5
5
5
5
5
5
5
5
SUBTOTAL
75
68
65
67
50
45
49
73
75
75
Cost Proposal
25
25
25
25
2.61
2.61
47.01
2.61
51.61
21.1
21.1
21.1
TOTAL
100
93
90
92
52.61
94.1
96.1
96.1
Cost Proposals
Elcon Associates, Inc.
$65,950.00
$65,950.00
100%
25 Points
Enernex LLC
$632,314.00
$65,950.00 / $632,314.00
10.43%
2.61 Points
Stoddard Power Systems, LLC
$78 159.00
$65,950.00 / $78 159.00
84.38%
21.1 Points
RFP Electric System Master Plan, Evaluation Summary, Page 1 of 1
CITYOF
ASHLAND
Request for Proposals
ELECTRIC SYSTEM
MASTER PLAN
Date of Release: May 24, 2023
Proposals are due by: 2:00:00 PM (PST), Tuesday, June 27, 2023
Contracting Agency:
Sole Point of Contact:
Title:
Address:
Telephone:
Fax:
Email:
City of Ashland
Kari Olson
Purchasing Specialist
City of Ashland
90 N. Mountain Avenue
Ashland, OR 97520
(541) 488-5354
(541) 488-5320
kari.olson(a-),ashland.or.us
Page 1 of 25: RFP Electric System Master Plan
TABLE OF CONTENTS
1. PUBLIC NOTICE 3
2. PROPOSAL PROCESS 4
3. SCHEDULE OF EVENTS 5
4. SCOPE OF SERVICES 10
5. PROPOSAL CONTENTS 12
6. PROPOSAL SUBMISSION REQUIREMENTS 14
7. EVALUATION PROCESS 15
8. EVALUATION CRITERIA 16
EXHIBIT A
— PROPOSAL SUBMISSION FORM
EXHIBIT B —
CERTIFICATE OF COMPLIANCE
EXHIBIT C —
PERSONAL SERVICES AGREEMENT
Page 2 of 25: RFP Electric System Master Plan
PUBLIC NOTICE:
CITY OF
-ASHLAND
Request for Proposals
Electric System Master Plan
Proposals are due by 2:00:00 PM (PST), Tuesday, June 27, 2023
The City of Ashland is requesting written proposals from qualified engineering firms for professional services to
complete an Electric System Master Plan for the City's electric utility.
The City intends to enter into a contract with the highest ranked proposer for the proposed timeline required to
complete the Electric System Master Plan.
This Request for Proposal (RFP) is intended to provide prospective proposers with sufficient information to prepare
and submit a proposal for consideration by the City.
The REQUEST FOR PROPOSALS is available online at www.ashland.or.us Log on to the City's website,
scroll down the home page to Online City Services and click on "Proposals, Bids and Notifications". Locate the
public notice and click on "REQUEST BID PACKET" (beneath the public notice). Log into the system and
download the solicitation documents. You will need to log into the system each time you would like to download
the solicitation documents and any subsequently issued addenda.
In accordance with AMC Section 2.50.080, Competitive sealed proposals may be available online, but applicants
will NOT be able to submit their proposals and/or responses online. Proposals must be delivered in hard copy form
to the City in accordance with the requirements outlined in the RFP. Individuals that obtain the solicitation
materials electronically are responsible for regularly checking for instructions, addenda, and related materials.
Contract terms, conditions and specifications may be reviewed in the City of Ashland, Purchasing Office, located at
90 N. Mountain, Ashland, Oregon.
Deadline for submitting questions is 5:00:00 PM (PST), Friday, June 16, 2023.
Sealed proposals must be received by 2:00:00 PM (PST), Tuesday, June 27, 2023, by Kari Olson, Purchasing
Specialist in the City of Ashland, Purchasing Office located at 90 N. Mountain Avenue, Ashland OR 97520. The
proposals will be opened at 2:00:00 PM (PST), Tuesday, June 27, 2023, and the City will record and make
available the identities of the proposers. Proposals will not be available for inspection until after the evaluation
process has been completed and the Notice of Intent to Award has been issued.
Kari Olson
Purchasing Specialist
City of Ashland, Oregon
Kari.olsona,ashland.or.us
Tel: 541488-5354
Published: May 24, 2023
Page 3 of 25: RFP Electric System Master Plan
C 1 T Y O F
AS H LA N D
Request for Proposals
Electric System Master Plan
. May 24, 2023
ORS 279B.060(2)(c) PURPOSE OF REOUEST FOR PROPOSALS
The City of Ashland is requesting written proposals from qualified engineering firms for professional
services to complete an Electric System Master Plan for the City's electric utility.
The City intends to enter into a contract with the highest ranked proposer for the proposed timeline
required to complete the Electric System Master Plan.
This Request for Proposal (RFP) is intended to provide prospective proposers with sufficient information
to prepare and submit a proposal for consideration by the City.
ORS 279B.060(2)(b) SOLE POINT OF CONTACT
Information, correspondence and questions pertaining to this Request for Proposals (RFP) shall ONLY be
directed to:
Name:
Kari Olson
Title:
Purchasing Specialist
Address:
City of Ashland
90 N. Mountain Avenue, Ashland, OR 97520
Telephone:
541-488-5354
Fax:
541-488-5320
Email:
Kari.olsonAashland.or.us
This person is the sole point of contact during the entire RFP process including clarification and/or protest
of specifications, method of bidding, the evaluation and award process, and/or other questions that may
arise. The RFP documents may be reviewed upon request by contacting the designated sole point of contact
listed above.
OAR 137-047-0260(2)(a)(C) OPENING DUE DATE AND TIME
Proposals must be received prior to the scheduled opening. The opening is scheduled for the following
due date and time:
Proposals are due by: 2:00:00 PM (PST), Tuesday, June 27, 2023
The proposal must be addressed to the designated sole point of contact and received prior to the due date
and time. Proposals received after CLOSING are considered LATE and will NOT be accepted for
evaluation. Late proposals will not be considered.
Page 4 of 25: RFP Electric System Master Plan
( A R 137-047-0260(2)(c)(A) SCHEDULE OF EVENTS
ACTIVITY
DATE
Request for Proposals Released
May 24, 2023
1" Public Notice
May 24, 2023
Deadline for Submitting Questions and
5:00:00 PM (PST), Friday, June 16, 2023
Requests for Additional Information
RFP Protest Period Ends
5:00:00 PM (PST), Monday, April 10, 2023
DUE DATE AND TIME
2:00:00 PM (PST), Tuesday, June 27, 2023
(Note: Proposals must be received prior to the due date and time.)
Location: City of Ashland, Purchasing Office
90 N. Mountain Ashland OR 97520
Evaluation Process
June 28 — July 6, 2023
Contract Recommendation
Upon completion of evaluation process
Notice of Intent to Award Announcement
(7) Days prior to executing contract
Award Protest Period Ends
(7) Days after Notice of Intent to Award is released
Contract Recommendation
July 18, 2023
Presented to CityCouncil for Final Approval
Contract Award
Upon Council Approval and
7 Days after the Notice of Intent to Award Announcement
Services intended to begin
Upon receiving a fully executed contract
NOTE: This is a tentative schedule and is provided as a courtesy to potential proposers. The actual schedule may vary from that
provided without notice to potential proposers. Any changes made to the closing date of the RFP will be made in the form of an
addendum and mailed to all potential proposers who have received RFP documents.
QUESTIONS AND REQUESTS FOR ADDITIONAL INFORMATION:
All potential proposers are encouraged to ask questions and request additional information that will aid in
the clarification of the RFP requirements. Questions and requests for information will be promptly
considered, and written responses will be provided in the form of a written addendum and posted on the
City's website.
All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the
intent or technical aspects of the RFP must:
• Be delivered via email to the Sole Point of Contact identified on page 4 of the RFP
• Reference the name of the RFP
• Identify the proposer's name and contact information
• Be sent by an authorized representative
• Refer to the specific area of the RFP being questioned (i.e., page, section and paragraph number);
and
• Be received by the due date and time for Questions/Requests for Clarification identified in the
schedule
OAR 137-047-0260(2)(a)(F) Addenda The provisions of this RFP cannot be modified by oral
interpretations or statements. Proposers are cautioned not to make any assumptions as to the implied
meaning or intent of any part of the RFP. Proposers should request clarification. If inquiries or comments
by proposers raise issues that require clarification by the City, or the City revises any part of this RFP,
addenda will be provided in the form of a written addendum and posted on the City's website. Receipt of
an addendum must be acknowledged by signing and returning it with the proposal. Addenda will be
issued within a reasonable time to allow prospective proposers to consider the addenda in preparing their
proposals. Unless a different deadline is set forth in the addendum, a proposer may submit a request for
change or protest by the close of the next business day after the issuance of the addendum, or up to the
Page 5 of 25: RFP Electric System Master Plan
last day the RFP Protest Period ends, whichever date is later. If the date established in the previous
sentence falls after the RFP Protest Period ends, the City will consider a request for change or protest to
the addendum only. Addenda shall not be issued less than 72 hours before the closing unless the
addendum also extends the closing.
ORS 279B.405 Protest Solicitation Process A prospective proposer for a public contract solicited under
ORS 27913.055, 27913.060 or 279B.085 may file a protest with the City if the prospective proposer
believes that the procurement process is contrary to law or that a solicitation document is unnecessarily
restrictive, is legally flawed or improperly specifies a brand name. If a prospective proposer fails to timely
file such a protest, the prospective proposer may not challenge the contract on grounds under this
subsection in any future legal or administrative proceeding. If the protest is received at least 10 days prior
to bid closing and meets the requirements of ORS 27913.405, the City shall consider the protest and issue
a decision in writing. Otherwise, the City shall promptly notify the prospective proposer that the protest is
untimely or that the protest failed to meet the requirements and give the reasons for the failure. The City
shall issue a decision on the protest no fewer than three business days before proposals are due, unless a
written determination is made by the City that circumstances exist that justify a shorter time limit.
Protests must:
• Be delivered to the Sole Point of Contact identified on page 4 via email, facsimile, hard copy
• Reference the name of the RFP
• Identify prospective proposer's name and contact information
• Be sent by an authorized representative
• State the Reason for the protest, including:
o the grounds that demonstrate how the procurement process is contrary to law, unnecessarily
restrictive, legally flawed, or improperly specifies a brand name; and
o evidence or documentation that supports the grounds on which the protest is based
• State the proposed changes to the RFP provisions or other relief sought
• Protests to the RFP must be received by the due date and time identified in the schedule
• Protests to addenda must be received by the close of the next business day after the issuance of the
addendum, or up to the last day the RFP Protest Period ends, whichever date is later.
OAR 137-047-0440 Pre -Closing Modification or Withdrawal of Offers A proposer may modify its
proposal in writing prior to the closing in accordance with OAR 137-047-0400, OAR 137-047-0410 and
OAR 137-047-0440. Any modification must include the proposer's statement that the modification
amends and supersedes the prior proposal. A proposer in accordance with OAR 137-047-0440 may
withdraw its proposal by written notice submitted on proposer's letterhead, signed by authorized
representative of the proposer, and delivered to the individual and location specified in the solicitation
document prior to closing.
OAR 137-047-0460 Late Offers, Late Withdrawals and Late Modifications
Any proposal received after closing is late. A proposer's request for withdrawal or modification of a
proposal received after closing is late. An Agency shall not consider late proposals, withdrawals or
modifications except as permitted in OAR 137-047-0470 or 137-047-0262.
Proposal Acceptance Proposals that do not address all areas requested by this RFP may be deemed non-
responsive and may not be considered for any possible contract awarded resulting from this RFP.
ORS 279B.060(2)(e) Cancel, Reject or Delay Procurement The City of Ashland may cancel the
procurement, reject in whole or in part any or all proposals, or suspend or delay the procurement in
accordance with ORS 279B.100 when it's in the best interest of the City of Ashland as determined by the
City of Ashland. In no event shall the City of Ashland have any liability for the cancellation, rejection, or
Page 6 of 25: RFP Electric System Master Plan
suspension of a solicitation or award. The proposer assumes the sole risk and responsibility of all
expenses connected with the preparation of its proposal.
Collusion By submitting a proposal, proposer certifies that no officer, agent, or employee of the City of
Ashland has a monetary interest in this proposal; that the proposal is made in good faith without fraud,
collusion, or connection of any kind with any other proposer and that the proposer is competing solely in
its own behalf without connection with, or obligation to, any undisclosed person or company.
Disputes In case of any doubt or differences of opinions as to the items or services to be furnished
hereunder, or the interpretation of the provisions of the RFP, the decision of the City of Ashland shall be
final and binding upon all parties.
Clarification of Responses The City of Ashland reserves the right to request clarification of any item in
any proposal, or to request additional information necessary to properly evaluate a proposal.
References The City of Ashland reserves the right to investigate any and all references and the past
performance information provided in the proposal with respect to proposer's successful performance of
similar projects, compliance with specifications and contractual obligations, completion or delivery of a
project on schedule, and lawful payment of employees and workers.
Recyclable and Recycled Products Contractors shall use recyclable products to the maximum extent
economically feasible in the performance of the contract work set forth in this RFP.
ORS 279A.125 The City shall give preference to goods that are certified to be made from recycled
materials if the recycled product is available, meets applicable standards, can be substituted for a
comparable non- recycled product; and the recycled products costs do not exceed the costs of non-
recycled products by more than five percent, or a higher percentage if a written determination is made by
the City.
ORS 282.210 All printing, binding and stationery work done for the City shall be performed within the
State of Oregon.
ORS 279B.060(2)(g) If required under ORS 468A.710, the contractor or subcontractor is required to
possess an asbestos abatement license.
ORS 279B.060(6)(a) Opening Procedures Notwithstanding ORS 192.410 to 192.505, proposals may be
opened in a manner to avoid disclosure of contents to competing proposers during, when applicable, the
process of negotiation, but the City of Ashland shall record and make available the identity of all
proposers as part of the City's public records after the proposals are opened.
Notwithstanding ORS 192.410 to 192.505, proposals are not required to be open for public inspection
until after the notice of intent to award a contract is issued. The fact that proposals are opened at a
meeting, as defined in ORS 192.610, does not make the contents of the proposals subject to disclosure,
regardless of whether the public body opening the proposals fails to give notice of or provide for an
executive session for the purpose of opening proposals.
OAR 137-047-0260(2)(a)(E) Certification of Nondiscrimination Proposer to certify that the proposer
has not discriminated and will not discriminate, in violation of ORS 279A.110(1), against a minority,
women or emerging small business enterprise certified under ORS 200.055 or against a business
enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in
obtaining a required subcontract. The Certificate of Compliance attached as Exhibit B, is required to be
Page 7 of 25: RFP Electric System Master Plan
signed and included with your proposal.
ORS 279B.060(6)(b) Proprietary Information (Trade Secrets) Notwithstanding any requirement to
make proposals open to public inspection after the City of Ashland's issuance of a notice of intent to
award a contract, the City of Ashland may withhold from disclosure to the public materials included in a
proposal that are exempt or conditionally exempt from disclosure under ORS 192.501 or 192.502.
All proposals are public record and are subject to public inspection after Agency issues the Notice of the
Intent to Award. If a proposer believes that any portion of its proposal contains any information that is a
trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon
Public Records Law (ORS 192.410 through 192.505).
The scope of services and cost information generally is not considered a trade secret under Oregon Public
Records Law (ORS 192.410 through 192.505) and identifying the proposal, in whole, as exempt from
disclosure is not acceptable. Agency advises each proposer to consult with its own legal counsel
regarding disclosure issues.
If proposer fails to identify the portions of the proposal that proposer claims are exempt from disclosure,
Proposer has waived any future claim of non -disclosure of that information.
If applicable, the proposer shall submit a redacted version of its proposal if the proposal being
submitted in response to this RFP contains trade secrets.
ORS 279B.060(13) Notice of Intent to Award a Public Contract The City of Ashland shall provide
written notice of its intent to award to all proposers pursuant to ORS 279B.135 and OAR 137-047-0610 at
least seven (7) days before the award of the contract, unless the City determines that circumstances justify
prompt execution of the contract, in which case the City may provide a shorter notice period.
ORS 279B.060(14) Contract Award The City of Ashland shall award the contract to the responsible
proposer whose proposal the City of Ashland determines in writing to be the most advantageous to the
City of Ashland based on the evaluation process and evaluation factors described in this Request for
Proposals, and any applicable preferences described in ORS 279A.120, ORS 279A.125 and ORS
279A.128 and, when applicable, the outcome of any negotiations authorized by this Request for
Proposals. Other factors may not be used in the evaluation. In addition, any other public agency wishing
to use the resulting contract may be authorized by mutual consent of the City of Ashland and the
contractor.
ORS 279B.410 Protest of Contract Award A proposer may protest the award of a public contract or notice
of intent to award a public contract if the proposer is adversely affected because the proposer would be
eligible to be awarded the public contract in the event that the protest were successful. The written protest
shall specify the reasons for the protest pursuant to ORS 279B.4 I 0(1)(b) and be delivered to the sole point
of contact named in the RFP within seven days after issuance of the Notice of Intent to Award a contract.
The City shall consider and respond in writing to a protest in a timely manner.
ORS 279B.060(2)(h) Contractual Terms and Conditions The proposer selected by the City of Ashland
will be expected to enter into a written contract in the form attached to this RFP. This RFP and the
contents of the proposal of the successful proposer will become contractual obligations if a contract is
executed. The proposal should indicate acceptance of the City of Ashland's contract provisions or suggest
reasonable alternatives that do not substantially impair the City of Ashland's rights under the contract.
The proposer may also propose contractual terms and conditions that relate to subject matter reasonably
identified in this Request for Proposals. The City of Ashland reserves the right to negotiate the contractual
Page 8 of 25: RFP Electric System Master Plan
terms and conditions proposed as alternatives by the proposer. If inclusion of any of the City of Ashland's
contract provisions will result in higher costs for the services, such costs must be specifically identified in
the proposal. Unconditional refusal to accept the contract provisions proposed by the City of Ashland
without offering acceptable alternatives may result in the disqualification of the proposal.
Insurance Certificates The Contractor will be required to provide and maintain ALL required insurance
certificates, and provide current Certificates of Insurance, including the City of Ashland endorsed as the
additional insured, to the City prior to any lapse of insurance coverage.
Additional Terms
The City of Ashland reserves the right to waive irregularities or deficiencies in a proposal if the City of
Ashland determines that waiver is in the best interest of the City of Ashland.
The City of Ashland may request supplemental written information from a proposer concerning the
proposer's ability to perform the services. If a proposer fails to provide supplemental information within
the time stated in the request, the City of Ashland may refuse to consider the proposer's proposal.
The City of Ashland may request an interview with any proposer. If a proposal is unclear, or appears
inadequate, the proposer may be given an opportunity in the interview to explain how the proposal
complies with the RFP.
The City of Ashland reserves the right to make such investigation it deems appropriate to determine
whether a proposer is qualified to provide the services. If a proposer fails to cooperate with an
investigation, or if a proposer provides false, misleading or incomplete information, the City of Ashland
may refuse to consider the proposer's proposal.
In cases of doubt or differences of opinion concerning the interpretation of this RFP, the City of Ashland
reserves the exclusive right to determine the intent, purpose and meaning of any provision in this RFP.
Page 9 of 25: RFP Electric System Master Plan
SCOPE OF SERVICES
The City of Ashland is requesting written proposals from qualified engineering firms for professional
services to complete an Electric System Master Plan for the City's electric utility.
The following is a general description of the scope of services for the City's Electric System Master
Plan. A more detailed scope of services may be developed with the highest ranked proposer.
Information the City will provide is as follows:
• Known urban growth information.
• BPA load data
• Available transformer data
• Available pole data
• Available underground cable data
• Available meter and SCADA data
• Available DER data
• Relevant technical information from the City's electrical engineering firm
Electric System Master Plan responsibilities and deliverables to be provided are as follows:
1. Load forecasting for future growth needs
2. Seasonal load shift data to identify areas of concern
3. Major electrical infrastructure replacement schedule
4. Transformer inventory review and replacement schedule
5. Pole inventory review and replacement schedule
6. Underground cable inventory review and replacement schedule
7. Electric meter system replacement schedule and future system advisory
8. System situational awareness advisory and monitoring to maintain optimal operations.
9. Opportunities and barriers for adding renewables (e.g., solar, wind, hydro, etc.).
10. Evaluate system readiness for moderate to high adoption of EVs (i.e., residential and
commercial electric vehicle charging stations) and fuel switching (e.g., gas appliances to
electric appliances).
11. Projected rate impacts for all capital improvement recommendations
12. Recommendations for integration of the City's Climate and Energy Action Plan in the
Electric System Master Plan https:Hashlandor.org/climate-energy/climate-plan/
13. Recommendations for integration of the City's Wildfire Mitigation Plan in the Electric
System Master Plan https:Hedocs.puc.state.or.us/efdocs/HAQ/rol4hag91017.pdf
Page 10 of 25: RFP Electric System Master Plan
Close-out tasks to be provided as follows:
1. Prepare draft of Electric System Master Plan for City staff review.
■ Email draft to the Electric Director, Thomas McBartlett III.
Thomas.mcbartlett(d�ashland.or.us
■ The draft will be reviewed internally by City staff.
■ Additional information and/or revisions and/or services may be requested for the
development of the Electric System Master Plan at this time, which may require an
amendment (i.e., increase in SOW and compensation) to the contract.
■ Prepare final draft of the Electric System Master Plan.
2. Schedule and facilitate an in -person review of the final draft of the Electric System Master
Plan with the City's Electric Director, Thomas McBartlett III.
3. Present the final draft of the Electric System Master Plan to the City Council. Assist City
staff, as needed, to obtain the City Council's approval and adoption of the proposed Electric
System Master Plan.
Page 11 of 25: RFP Electric System Master Plan
PROPOSAL CONTENTS
Proposals shall provide a straightforward, concise description of the proposer's capabilities to satisfy the
requirements of the RFP. Emphasis should be on completeness and clarity of content. Submissions of
technical literature, display charts, or other supplemental materials are the responsibility and within the
discretion of the proposer. The proposal must contain and be organized in accordance with the following
section titled Proposal Contents. The proposer assumes the sole risk and responsibility of all expenses
connected with the preparation of its proposal.
Letter of Introduction / Cover Page
✓ Include a letter of introduction addressed to Thomas McBartlett III, Electric Director and
signed by a person legally authorized to bind the proposer to its proposal. The letter will
introduce the company and include the company name, principal contact name, physical
address, mailing address, telephone number, fax number and email address. The letter of
introduction may also introduce the proposal and summarize the key provisions of the
proposal.
Table of Contents
✓ Include a clear identification of the material by section and by page number.
Proposal Submission Form
✓ Complete and include the Proposal Submission Form attached as Exhibit A.
Oualifications and Experience
✓ Describe your firm's experience specifically creating Electric System Master Plans for
electric utilities . Include the name, location, client entity, and year the Electric System Master
Plans were created for each of the utilities.
✓ Provide the names and titles of each person, their specific qualifications, credentials, level of
experience (practical and educational), and number of years' experience that will be assigned
to the City's project.
✓ Provide proof of licenses required to practice in the State of Oregon.
Task List &Timeline
✓ Provide the task list & timeline being proposed to complete the scope of services.
(Note: The City Council meetings occur on the first and third Tuesdays of each month,
excluding holidays.)
Page 12 of 25: RFP Electric System Master Plan
References
✓ Provide a minimum of three (3) references the proposer has/is currently providing these
types of professional services. The City reserves the right to verify these references.
Include the following information for each reference:
• Name of agency
• Contact name of individual who can verify your performance.
• Telephone number
• Email address
• Identify the services that were provided for each reference.
Contractual Terms and Conditions
The highest ranked proposer will enter into an agreement with the City of Ashland, Oregon, in a form
substantially similar to that attached hereto as Exhibit C.
✓ Indicate acceptance of the City's contract provisions found in the Personal Services
Agreement attached as Exhibit C or suggest reasonable alternatives that do not substantially
impair the City's rights under the agreement. Some contract terms and conditions may be
negotiable.
✓ The Certificate of Compliance attached as Exhibit B, is required to be signed and included
with your proposal.
Cost Proposal
IMPORTANT: The Cost Proposal (fee schedules, including any alternative pricing options) are to be submitted
separately from the technical proposal in a sealed envelope marked "COST PROPOSAL" per the submission
instructions on page 16.
✓ Provide detailed costs by task and the total proposed cost to complete the project. Any and
all costs for travel, lodging and meals, will preferably be at federal per diem rates. The City
understands if the scope of services is further developed with the successful proposer, there
may be additions or deletions to the cost at that time.
Note: For ease in preparing the detailed cost proposal, you are welcome to add the costs and
total amount to your Task List & Timeline and submit the version with the associated costs
separately with your cost proposal.
✓ Provide hourly rate fee schedule.
Trade Secrets (if applicable)
✓ If applicable, the proposer shall submit a redacted version of its proposal if the proposal
being submitted in response to this RFP contains trade secrets.
IMPORTANT: Proposals become public information after the City releases a Notice of Intent to Award a Public
Contract. It is important to submit a fully redacted copy of the proposal if it contains confidential trade secrets. A
description of services being acquired by the City and the costs associated with those services are NOT considered
confidential information.
Page 13 of 25: RFP Electric System Master Plan
PROPOSAL SUBMISSION REQUIREMENTS
The complete written proposal is to be submitted with multiple copies as follows:
TECHNICAL PROPOSAL
■ One (1) original copy of the complete proposal SIGNED IN INK
■ Two (2) additional copies of the complete proposal
COST PROPOSAL
Cost proposal must be submitted separately from the technical proposal in a sealed envelope as
follows:
One (1) original copy of the complete proposal SIGNED IN INK
Two (2) additional copies of the complete proposal
The complete proposal, including the additional copies, are to be submitted in a single SEALED
ENVELOPE (or box) labeled as follows and received at the following address:
Kari Olson
Purchasing Specialist
City of Ashland
90 N. Mountain Avenue
Ashland, OR 97520
Contents: Request for Proposal
ELECTRIC SYSTEM MASTER PLAN
Due by: 2:00:00 PM (PST), Tuesday, June 27, 2023
Please note: Late proposals will not be considered. No exceptions. It is recommended that you request
available delivery options for the City of Ashland, Oregon area and verify that your method of shipment
will arrive prior to the due date and time.
DUE DATE AND TIME:
The proposals must be received at the designated address listed above by 2:00:00 PM (PST), Tuesday,
June 27, 2023. Late proposals will not be considered. Faxed or emailed proposals will not be
considered.
Period of Irrevocability
Proposals will be offers that are irrevocable for a period of sixty (60) days after the time and date
proposals are due. Proposals will contain the name, address and telephone number of an individual or
individuals with authority to bind the company during the period in which the proposal will be evaluated.
Page 14 of 25: RFP Electric System Master Plan
EVALUATION PROCESS
In accordance with ORS 279B.060 (14), The City shall award the contract to the responsible proposer
whose proposal the City determines in writing is the most advantageous to the City based on the
evaluation process and evaluation criteria described in this RFP, applicable preferences described in ORS
279A.120, 279A.125 and 279A.128, and, when applicable the outcome of any negotiations authorized by
the RFP. Other factors may not be used in the evaluation.
An evaluation committee appointed by the City of Ashland will evaluate the proposals based on the
evaluation criteria established in this Request for Proposals. Each category will be scored with a number
of points, up to the maximum number of points assigned to each category. The greater the number of
points assigned to a category, the greater the category's level of importance. Each proposal will be
evaluated, scored and then ranked according to the evaluation criteria set forth in this RFP.
After the initial evaluation of the proposals has been completed, the Evaluation Committee may request
clarifications. Requests for clarifications will be processed via email by the sole point of contact
identified on page 4 of this RFP. No additions, deletions or substitutions may be made to proposals that
cannot be termed as clarifications. Proposer's responses to questions shall restate the question and provide
the requested clarification.
The City of Ashland may reject any proposal not in compliance with all prescribed solicitation procedures
and requirements and other applicable laws, and the City may reject for good cause any or all proposals
upon the City's findings that it is in the best interest of the City of Ashland.
If only one responsive proposal is received, the City of Ashland reserves the right to negotiate a contract
with the sole responsive proposer.
The total points awarded to each proposal will be tabulated and the proposers shall be ranked accordingly.
A contract with the proposer deemed to be the highest ranked proposer will then be negotiated. If
negotiations with the highest ranked proposer are unsuccessful, the City of Ashland may proceed to the
next highest ranked proposer, and so on until a contract is successfully negotiated.
In accordance with OAR 137-047-0260(2)((b)(A)(B)(C), the statement of work will identify the scope of
work to be performed under the resulting contract, outline anticipated duties of the contractor and
establish the expectations for the contractor's performance of the resulting contract. The agreed upon
tasks will also identify respective responsibilities of the contractor and City staff.
In accordance with ORS 279B.060 (16), the City shall obtain the proposer's agreement to perform the
scope of work and meet the performance standards set forth in the final negotiated statement of work.
The final contract recommendation will then be subject to the approval of the City Council acting as the
Local Contract Review Board.
Page 15 of 25: RFP Electric System Master Plan
EVALUATION CRITERIA
The proposals will be evaluated according to the following criteria.
EVALUATION CRITERIA
POINTS
Letter of Introduction, Table of Contents and Proposal Submission
Form (Exhibit A)
5
Qualifications and Experience
30
Task List & Timeline
25
References
10
Contractual Terms and Conditions
5
SUBTOTAL
75
Cost Proposal
25
TOTAL
100
Page 16 of 25: RFP Electric System Master Plan
EXHIBIT A
Request for Proposals
ELECTRIC SYSTEM MASTER PLAN
May 24, 2023
Proposal Submission Form
The undersigned proposer submits this proposal in response to the City's Request for Proposals (RFP) for
Electric System Master Plan, released on May 24, 2023. The proposer warrants that the proposer has
carefully reviewed the RFP and that this proposal represents the proposer's full response to the
requirements described in the RFP. The proposer further warrants that if this proposal is accepted, the
proposer will contract with the City, agrees to the terms and conditions found in the attached contract and
RFP or has submitted terms and conditions acceptable to the City, and will provide all necessary labor,
materials, equipment, and other means required to complete the work in accordance with the requirements
of the RFP and contract documents.
The proposer hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance
required in the contract. Indicate in the affirmative by initialing here:
The proposer hereby acknowledges receipt of Addendum Nos. _, _, _ to this RFP.
Full legal name of company:
Principle owner's name:
Business Address:
State and location of
company headquarters:
Year business established:
Telephone Number:
Fax Number:
Email Address:
Authorized Signature:
Printed/Typed Name:
Title:
Date:
Page 17 of 25: RFP Electric System Master Plan
EXHIBIT B
Certificate of Compliance
Compliance with Oregon Tax Laws:
In compliance with OAR 137-047-0260(2)(e), I hereby attest or affirm under penalty of perjury: That I am
authorized to act on behalf of the proposer in this matter, that I have authority and knowledge regarding the
payment of taxes, and that contractor is, to the best of my knowledge, not in violation of any Oregon Tax
Laws, as defined in ORS 305.380.
Hance with Nondiscrimination Laws:
In compliance with ORS 279A.110(4), OAR 137-046-0210(2) and OAR 137-047-0260(2)(a)(E), I hereby
attest or affirm under penalty of perjury that I am authorized to act on behalf of proposer in this matter, and
to the best of my knowledge the proposer has not discriminated and will not discriminate, in violation of
ORS 279A.I I0(1), against a minority, women or emerging small business enterprise certified under ORS
200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran
as defined in ORS 408.225 in obtaining a required subcontract.
Corporate Officer:
By:
Signature
Print Name
Title:
Date:
Page 18 of 25: RFP Electric System Master Plan
EXHIBIT C
PERSONAL SERVICES AGREEMENT
CONSULTANT:
CITY OF CONTACT:
ASHLAND
20 East Main Street ADDRESS:
Ashland, Oregon 97520
Telephone: 541/488-XXXX TELEPHONE:
Fax: 541 /552-XXXX
This Personal Services Agreement (hereinafter "Agreement") is entered into by and between the
City of Ashland, an Oregon municipal corporation (hereinafter "City") and )dCXXXXXXX, a domestic
professional corporation or limited liability company ("hereinafter "Consultant"), for (description of
services to be provided.).
NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and
Consultant hereby agree as follows:
1. Effective Date and Duration: This Agreement shall become effective on the date of execution
on behalf of the City, as set forth below (the "Effective Date"), and unless sooner terminated as
specifically provided herein, shall terminate upon the City's affirmative acceptance of
Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore,
but not later than XXXXXXXXX.
2. Scope of Work: Consultant will provide (description of services to be provided) as more fully
set forth in the Consultant's Proposal dated XXXXXXXXX, which is attached hereto as "exhibit
®" and incorporated herein by this reference. Consultant's services are collectively referred to in
this Agreement as the "Work."
3. Compensation: City shall pay Consultant the sum of $XXXXXXXX (this amount may be an
hourly rate OR a lump sum - write out amount in long form here, e.g., two hundred
thousand and eighty-five dollars) as full compensation for Consultant's performance of all Work
under this Agreement. In no event shall Consultant's total of all compensation and reimbursement
under this Agreement exceed the sum of $ (write out amount in long form
here) without the express, written approval from the City official whose signature appears below,
or such official's successor in office. Payments shall be made within thirty (30) days of the date of
receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to
completion of all Work, payments will be made for any phase of the Work completed and
accepted as of the date of termination.
4. Supporting Documents/Conflicting Provisions: This Agreement and any exhibits or other
supporting documents shall be construed to be mutually complementary and supplementary
wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this
Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting
documents.
Page 19 of 25: RFP Electric System Master Plan
5. All Costs Borne by Consultant: Consultant shall, at its own risk, perform the Work described
above and, unless otherwise specified in this Agreement, furnish all labor, equipment, and
materials required for the proper performance of such Work.
6. Qualified Work: Consultant has represented, and by entering into this Agreement now
represents, that all personnel assigned to the Work to be performed under this Agreement are fully
qualified to perform the services to which they will be assigned in a skilled manner and, if
required to be registered, licensed, or bonded by the State of Oregon, are so registered, licensed, or
bonded.
7. Ownership of Work/Documents: All Work, work product, or other documents produced in
furtherance of this Agreement belong to the City, and any copyright, patent, trademark proprietary
or any other protected intellectual property right shall vest in and is hereby assigned to the City.
8. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by
reference into this Agreement: ORS 279B.220, 27913.230 and 27913.235.
9. Data Safeguards:
a. Consultant shall access, store, and use Confidential Information solely for the purpose of
providing the Work required by this Contract.
b. Consultant shall maintain physical, technical, and administrative safeguards to protect
Confidential Information against unauthorized access.
c. Contractor shall not disclose Confidential Information to any third parties other than
Contractor's employees or approved subcontractors who have a legitimate need to access such
Confidential Information and solely for the purpose of providing the Work, and only if such
third parties are bound by confidentially and non -disclosure provisions no less restrictive than
those set out in this Contract, including compliance with all applicable laws and regulations.
10. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its officers,
employees, and agents harmless from any and all losses, claims, actions, costs, expenses,
judgments, or other damages resulting from injury to any person (including injury resulting in
death), or damage (including loss or destruction) to property, of whatsoever nature arising out of
or incident to the performance of this Agreement by Consultant (including but not limited to,
Consultant's employees, agents, and others designated by Consultant to perform Work or services
attendant to this Agreement). However, Consultant shall not be held responsible for any losses,
expenses, claims, costs, judgments, or other damages, caused solely by the gross negligence of
City.
11. Termination:
a. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of
both parties.
b. City's Convenience. This Agreement may be terminated by City at any time upon not less
than thirty (30) days' prior written notice delivered by certified mail or in person.
C. For Cause. City may terminate or modify this Agreement, in whole or in part, effective
upon delivery of written notice to Consultant, or at such later date as may be established by
City under any of the following conditions:
i. If City funding from federal, state, county or other sources is not obtained and
continued at levels sufficient to allow for the purchase of the indicated quantity of
services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in
Page 20 of 25: RFP Electric System Master Plan
such a way that the services are no longer allowable or appropriate for purchase under
this Agreement or are no longer eligible for the funding proposed for payments
authorized by this Agreement; or
iii. If any license or certificate required by law or regulation to be held by Consultant to
provide the services required by this Agreement is for any reason denied, revoked,
suspended, or not renewed.
d. For Default or Breach.
i. Either City or Consultant may terminate this Agreement in the event of a breach of the
Agreement by the other. Prior to such termination the party seeking termination shall
give to the other party written notice of the breach and its intent to terminate. If the
party committing the breach has not entirely cured the breach within fifteen (15) days
of the date of the notice, or within such other period as the party giving the notice may
authorize in writing, then the Agreement may be terminated at any time thereafter by a
written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and
duty under this Agreement. City, by written notice to Consultant of default or breach,
may at any time terminate the whole or any part of this Agreement if Consultant fails
to provide the Work called for by this Agreement within the time specified herein or
within any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and
are in addition to any other rights and remedies provided by law or under this
Agreement.
e. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to
subsections a, b, or c above shall be without prejudice to any obligations or liabilities of
either party already accrued prior to such termination or modification. However, upon
receiving a notice of termination (regardless of whether such notice is given pursuant to
Subsection a, b, c, or d of this section, Consultant shall immediately cease all activities
under this Agreement, unless expressly directed otherwise by City in the notice of
termination. Further, upon termination, Consultant shall deliver to City all documents,
information, works -in -progress and other property that are or would be deliverables had
the Agreement been completed. City shall pay Consultant for Work performed prior to the
termination date if such Work was performed in accordance with this Agreement.
12. Independent Contractor Status: Consultant is an independent contractor and not an employee
of the City for any purpose. Consultant shall have the complete responsibility for the performance
of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS
Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is
a subject employer that will comply with ORS 656.017.
13. Assignment: Consultant shall not assign this Agreement or subcontract any portion of the Work
without the written consent of City. Any attempted assignment or subcontract without written
consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of
any assigns or subcontractors and of all persons employed by them, and the approval by City of
any assignment or subcontract of the Work shall not create any contractual relation between the
assignee or subcontractor and City.
Page 21 of 25: RFP Electric System Master Plan
14. Default. The Consultant shall be in default of this Agreement if Consultant: commits any
material breach or default of any covenant, warranty, certification, or obligation under the
Agreement; institutes an action for relief in bankruptcy or has instituted against it an action for
insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a
regular basis of the type identified in its obligations under the Agreement; or attempts to assign
rights in, or delegate duties under, this Agreement.
15. Insurance. Consultant shall, at its own expense, maintain the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject
employers to provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less
than $2,000,000 (two million dollars) per occurrence. This is to cover any damage caused by
error, omission or negligent acts related to the Work to be provided under this Agreement.
c. General Liability insurance with a combined single limit, or the equivalent, of not less than
$2,000,000 (two million dollars) per occurrence for Bodily Injury, Death, and Property
Damage.
d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than
$1,000,000 (one million dollars) for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non -owned vehicles, as applicable.
e. Notice of cancellation or chanize. There shall be no cancellation, material change, reduction of
limits or intent not to renew the insurance coverage(s) without thirty (30) days' prior written
notice from the Consultant or its insurer(s) to the City.
f. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland,
Oregon, and its elected officials, officers and employees as Additional Insureds on any
insurance policies, excluding Professional Liability and Workers' Compensation, required
herein, but only with
respect to Consultant's services to be provided under this Agreement. The consultant's
insurance is primary and non-contributory. As evidence of the insurance coverages required by
this Agreement, the Consultant shall furnish acceptable insurance certificates prior to
commencing the Work under this Agreement. The certificate will specify all of the parties
who are Additional Insureds. Insuring companies or entities are subject to the City's
acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be
provided to the City. The Consultant shall be financially responsible for all pertinent
deductibles, self -insured retentions, and/or self-insurance.
16. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color, religion,
creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or
physical disability, sexual orientation, gender identity or source of income, suffer discrimination in
the performance of any Work under this Agreement when employed by Consultant. Consultant
agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation
statutes, rules and regulations. Further, Consultant agrees not to discriminate against a
disadvantaged business enterprise, minority -owned business, woman -owned business, a business
that a service -disabled veteran owns, or an emerging small business enterprise certified under ORS
200.055, in awarding subcontracts as required by ORS 279A.I 10.
17. Consultant's Compliance with Tag Laws:
17.1 Consultant represents and warrants to the City that:
Page 22 of 25: RFP Electric System Master Plan
17.1.1 Consultant shall, throughout the term of this Agreement, including any extensions
hereof, comply with:
(i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and
ORS Chapters 316, 317, and 318;
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon
applicable to Consultant; and
(iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce
any of the foregoing tax laws or provisions.
17.1.2 Consultant, for a period of no fewer than six (6) calendar years preceding the Effective
Date of this Agreement, has faithfully complied with:
(i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and
ORS Chapters 316, 317, and 318;
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon
applicable to Consultant; and
(iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce
any of the foregoing tax laws or provisions.
18. Notice. Whenever notice is required or permitted to be given under this Agreement, such notice
shall be given in writing to the other party by personal delivery, by sending via a reputable
commercial overnight courier, by mailing using registered or certified United States mail, return
receipt requested, postage prepaid, or by electronically confirmed at the address or facsimile
number set forth below:
If to the City:
City Department
Attn: Contract Administrator
Address
Ashland, Oregon 97520
With a copy to:
City of Ashland — Legal Department
20 E. Main Street
Ashland, Oregon 97520
Phone: (541) 488-5350
If to Consultant:
XXXXXXX
XXXXXXXXX
XXXXXXXXX
19. Governing Law. This Agreement shall be governed by the laws of the State of Oregon without
regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this
Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless
exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal
district court for the district of Oregon. Each party expressly waives any and all rights to maintain
an action under this Agreement in any other venue, and expressly consents that, upon motion of
Page 23 of 25: RFP Electric System Master Plan
the other party, any case may be dismissed, or its venue transferred, as appropriate, so as to
effectuate this choice of venue.
20. Amendments. This Agreement may be amended only by written instrument executed by both
parties with the same formalities as this Agreement.
21. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently
available and authorized for expenditure to finance the costs of this Agreement within the City's
fiscal year budget. Consultant understands and agrees that City's payment of amounts under this
Agreement attributable to Work performed after the last day of the current fiscal year is contingent
on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its
reasonable administrative discretion, to continue to make payments under this Agreement. In the
event City has insufficient appropriations, limitations or other expenditure authority, City may
terminate this Agreement without penalty or liability to City, effective upon the delivery of written
notice to Consultant, with no further liability to Consultant.
22. THIS AGREEMENT AND THE ATTACHED EXHIBITS CONSTITUTE THE ENTIRE
UNDERSTANDING AND AGREEMENT BETWEEN THE PARTIES. NO WAIVER,
CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS AGREEMENT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH
WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE
ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE
ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR
WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS AGREEMENT. CONSULTANT,
BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES
THAT HE/SHE HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE
BOUND BY ITS TERMS AND CONDITIONS.
23. Certification. Consultant agrees to and shall sign the certification attached hereto as "Exhibit C"
and incorporated herein by this reference.
Page 24 of 25: RFP Electric System Master Plan
IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names
by their duly authorized representatives as of the dates set forth below.
CITY OF ASHLAND:
Joseph L. Lessard, City Manager
Date
Purchase Order No.
APPROVED AS TO FORM:
City Attorney
Date
(CONSULTANT):
Signature
Printed Name
Title
Date
is to be submitted with this signed Agreement)
Page 25 of 25: RFP Electric System Master Plan
�J,STODDARD
1600 Valley River Drive, Suite 380 ■ Eugene, OR 97401 ■ Phone (641)-228-9363
June 23, 2023
Thomas McBarlett III
Electric Director
City of Ashland
90 N. Mountain Avenue,
Ashland, OR 97520
Attn: Mr. Thomas McBarlett
Subject: Electrical Engineering Services for Electrical System Master Plan
Stoddard Power Systems, LLC (SPS) is pleased to provide the attached engineering proposal
for the 10-year planning master plan for the City's electric utility in accordance with the City of
Ashland request for proposal.
SPS is a small, Oregon based consulting firm with consulting engineers having many years of
experience providing services to municipal utilities. We hope you get an opportunity to speak
with some of our utility client references to find out more about us and the expertise and
customer service we can bring to you.
Please direct any questions regarding our proposal to Martin Stoddard per the following:
Martin Stoddard, P.E.
Principal - Stoddard Power Systems, LLC
1600 Valley River Drive - Suite 380
Eugene, OR 97401
Office: 541-228-9353
Cell: 541-250-5646
martin.stoddardCa).stoddardpower.com
We appreciate the opportunity to be of service to the City of Ashland. We look forward to
hearing from you and hope to meet you in person in the near future.
Sincerely,
Martin Stoddard, P.E.
Stoddard Power Systems, LLC
Enclosure
�,19,rtF,tc Cory .
Stoddard Power Systems, LLC www.stoddardpower.com
EXHIBIT A
Request for Proposals
ELECTRIC SYSTEM MASTER PLAN
May 24, 2023
Proposal Submission Form
The undersigned proposer submits this proposal in response to the City's Request for Proposals (RFP) for
Electric System Master Plan, released on May 24, 2023. The proposer warrants that the proposer has
carefully reviewed the RFP and that this proposal represents the proposer's full response to the
requirements described in the RFP. The proposer further warrants that if this proposal is accepted,.the
proposer will contract with the City, agrees to the terms and conditions found in the attached contract and
RFP or has submitted terms and conditions acceptable to the City, and will provide all necessary labor,
materials, equipment, and other means required to complete the work in accordance with the requirements
of the RFP and contract documents.
The proposer hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance
required in the contract. Indicate in the affirmative by initialing here: "kAt—
The proposer hereby acknowledges receipt of Addendum Nos. 1 , 2 , , _, to this RFP.
Full legal name of company:
Stoddard Power Systems
Principle owner's name:
Martin Stoddard
Business Address:
1600 Valley River Drive, 5tki k 3S
Eugene, Oregon 97401
State and location of
company headquarters:
Eugene, Oregon
Year business established:
2021
Telephone Number:
541 228 9353
Fax Number:
N/A
Email Address:
martin.stoddard�@sto—ddardpower.com
Authorized Signature:
Printed/Typed Name:
Martin Stoddard
Title:
Principle Engineer, President
Date:
06/23/2023
Page 17 of 25: RFP Electric System Master Plan
j,,gSTODDARD
!, (� i �. �k)YSmI EMS
TECHNICAL PROPOSAL FOR
ELECTRICAL SYSTEM MASTER
PLAN
For City of Ashland, Oregon
Date: 06/2312023
G
Martin Stoddard, President
Stoddard Power Systems
1600 VALLEY RIVER DRIVE, SUITE 380 ■ EUGENE, OR 97401 0 PHONE (541)-228-9353
Table of Contents
SECTION1: Introduction........................................................................................................1
1.1
Project Understanding......................................................................................
1
1,2
Company Profile...............................................................................................
1
SECTION2:
Qualifications......................................................................................................2
2.1
Qualifications....................................................................................................
2
2.2
Project Staffing..................................................................................................2
SECTION3:
Relevant Experience..........................................................................................3
3.1
Experience....................................................... :................................................
3
3.2
Previous Work with the City of Ashland............................................................
5
SECTION4:
Scope of Work....................................................................................................
6
4.1
Work Plan and Schedule..................................................................................
8
SECTION5:
References..........................................................................................................9
5.1
References ........................................ :...............................................................
9
SECTION6:
Terms and Conditions.....................................................................................11
6.1
Contractual Terms and Conditions.................................................................
11
SECTION7:
Appendix...........................................................................................................12
7.1
Appendix A — Stoddard Power Systems Standard Rates...............................12
7.2
Appendix B — Resumes... ...............................................................................
12
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN - 2023
SECTION 1: INTRODUCTION
1.1 Project Understanding
The City of Ashland (City) is seeking proposals for developing an electrical master plan for the City's
electric utility. The City serves customers from three step-down substations - Ashland, Mountain Avenue,
and Oak Knoll, with a total of 10 feeders currently serving approximately 13,000 customers (meters).
Mountain Avenue Substation was recently purchased by the City from BPA. The other two substations
are owned by PacifiCorp. In the past ten years, the City has implemented various upgrades to the system
but significant growth from new developments along with the age of some of the electric assets has
resulted in the need for an evaluation to determine prioritized improvements to allow the system to serve
the City's customers while supporting growth without overstressing components.
This proposal is organized based on the required submittal contents. Section 1 presents our
understanding of the project. Section 2 summarizes our experience and qualifications and describes the
structure of our project team. Section 3 describes the scope of work (task list) and timeline to complete
the Electrical System Master Plan. Section 4 provides similar projects performed by the project team and
their associated references. Section 5 introduces our assumptions and cost estimate.
1.2 Company Profile
Stoddard Power Systems, LLC (SPS) is a Veteran Owned Small Business home based in Eugene,
Oregon serving power generation, utility, industrial, and heavy commercial customers throughout the
United States. Our staff consists of a group of professional engineers (licensed in Washington, Oregon,
Alaska, Florida, California, Montana, Idaho, New Mexico, and Texas) and power systems experts with
many decades of experience. Stoddard Power Systems offers a variety of electrical engineering services
including power system design, electrical analysis and studies, troubleshooting, failure analysis, controls,
and more. Our team Is proficient In all elements of utility engineering services including substation design,
distribution design (overhead and underground), transmission design, protective relaying, planning
studies, risk mitigation plans, power factor correction, interconnect studies, power systems analysis, and
SCADA design and integration.
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2023 1 of 12
SECTION 2: QUALIFICATIONS
2.1 Qualifications
Stoddard Power Systems is a qualified engineering firm providing consulting services to utility and other
clients. We regularly provide system planning analysis for utility clients. Our typical approach includes an
early comprehensive review with the customer to ensure a clear project definition and expectations. For
this project the objective is well defined as evaluating the existing electrical system, load forecast, and
major equipment inventory to develop a system improvement/upgrade plan. Additionally, our engineers
have many years of experience providing system planning studies and engineering services directly to
the City of Ashland and we will be able to begin the project with an extensive knowledge of the City's
system. However, we will also take this opportunity to take a fresh look at the City's infrastructure and
needs to ensure the recommendations presented are optimized for the current and expected needs.
2.2 Project Staffing
Our project team will consist of the following personnel with their specific roles and expected project
utilization. Resumes of significant team members are included in Appendix (Section 7). We do not
anticipate services from any sub -consultants.
Martin Stoddard, P.E. (10%) — Project Manager, Engineer of Record.
Jiajia Song, P.E. (50%) — Lead Project Engineer.
Jerry Witkowski, P.E. (30%) — Project Engineer,
Staff Design er/Drafter/Ad min (10%) — Document Drafting and Assembly
Note: Engineers' credential, experience, and proof of license (PE Licence No.) is provided in the personal
resume in Appendix B.
Table 1: Project Team Structure
Project Manager / Engineer of Record
Martin Stoddard, P.E.
Stoddard Power Systems
10% allocated to project
rAdministrative l Electrical Engineers Sub -Consulting Engineers
Design/Drafting/Adman Lead Project Engineer
General Office Staff Jiajia Song, P.E. __
Stoddard Power Systems Stoddard Power Systems
10% allocated to project 50% allocated to project
Project Engineer
Jerry Witkowski, P.E. --
Stoddard Power Systems
30% allocated to project
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2022 2 of 12
SECTION 3: RELEVANT EXPERIENCE
3.1 Experience
SPS currently is the on -call engineering service provider to several municipal utilities and electrical
cooperatives. The table below lists and describes several recent projects with scope elements similar to
the City's project. This is a small subset of recent relevant projects completed by our engineers.
Additional project examples can be provided upon request.
Table 2: List of Related Experience
Project Name
Project Description
City of Bandon
Description: The engineers at SPS are performing an electrical
10-Years System Planning
system evaluation and developing an orderly and economical
Study [Emphasis: System
improvement plan for the City. The evaluation and capital
improvement plan is intended to help ensure the electrical system has
Planning Study]
the operational capacity, reliability and flexibility to meet its planning
Client: Jim Wickstrom, City of
criteria.
Bandon, Electric Department
Date Completed: Ongoing, to be completed in December 2023.
555 US-101,
Bandon, OR 97411
541-347-2437 x 233
PM: Martin Stoddard
Engineers: Jiajia Song
City of Drain
Description: The engineers at SPS performed an electrical system
10-Years System Planning
evaluation and developed an orderly and economical improvement
Study [Emphasis: System
plan for the City. The evaluation and capital improvement plan was
developed to help the City ensure the electrical system has the
Planning Study]
operational capacity, reliability and flexibility to meet its planning
Client: Harold Burris, City of
criteria. The study identified and recommended system improvements
Drain, Electric Department
that would allow the City to supply adequate quality power to serve
129 West C Avenue
customers into the intermediate future (10 years), and practical
Drain, OR 97435
improvements that will provide service into the long-term future. An
541-836-2037
arc -flash hazard risk evaluation was performed as a part of the project.
PM: Martin Stoddard
Date Completed: January 2021
Engineers: Jerry Witkowski,
Jiajia Song
City of Milton-Freewater
Description: The engineers at SPS performed an electrical system
evaluation and developed an orderly and economical improvement
10-Years System Planning
plan for the City. The evaluation and capital improvement plan was
Study [Emphasis: System
developed to help ensure the electrical system has the operational
Planning]
capacity, reliability and flexibility to meet its planning criteria. The
study identified and recommended system improvements that will
Client: Mike Watkins, City of
allow the City to supply adequate quality power to serve customers
Milton-Freewater
into the intermediate future (10 years), and practical improvements
722 S Main St. Milton-
that will help in providing service into the long-term future. An arc -flash
Freewater, OR 97862
hazard risk evaluation was performed as a part of the project.
541-938-5531
Date Completed: June 2020
PM: Jerry Witkowski
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN - 2022 3 of 12
Project Name
Project Description
Columbia Basin Electric
Description: The engineers at SPS performed an electrical system
Cooperative
evaluation and develop an orderly and economical improvement plan
for CBEC. The evaluation and capital improvement plan was intended
10-Years System Planning
to help ensure the electrical system has the operational capacity,
Study [Emphasis: System
reliability and flexibility to meet its planning criteria. The study
Planning]
identified and recommended system improvements that will allow the
Client: Brian Kollman,
Coop to supply adequate quality power to serve customers into the
Columbia Basin Electric
intermediate future (10 years), and practical improvements for long -
Cooperative
term future operation.
171 W Linden Way
Date Completed: February 2015
Heppner, OR 97836
541-676-9146
PM: Martin Stoddard
Lane Electric
Description: The engineers at SPS performed an electrical system
evaluation and develop an orderly and economical improvement plan
System
rs System Planning
10-Years
10-Yea
for Lane Electric. The evaluation and capital improvement plan was
Study [Emphasis: System
intended to help ensure the electrical system has the operational
Planning]
capacity, reliability and flexibility to meet its planning criteria. The
Client: Doug Stockdale, Lane
study identified and recommended system improvements that would
Electric,
allow Lane to supply adequate quality power to serve customers into
787 Bailey Hill Road
the intermediate future (10 years), and practical improvements that
Eugene, OR 97402
should be valid to provide service into the long-term future.
Phone: 541-484-1151
Date Completed: July 2014
PM: Jerry Witkowski
Vera Water and Power
Description: The engineers at SPS performed an electrical system
evaluation and develop an orderly and economical improvement plan
10-Years System Planning
for VERA. The evaluation and capital improvement plan was intended
Study[Emphasis: System
to help ensure the electrical system has the operational capacity,
Planning]
reliability and flexibility to meet its planning criteria, The study
Client: Kevin Wells, Vera
identified and recommended system improvements that would allow
Water and Power
Vera to supply adequate quality power to serve customers into the
601 N Evergreen Rd,
intermediate future (10 years), and practical improvements that should
Spokane Valley, WA 99216
be valid to provide service into the long-term future.
Phone: 509-924-3800
Date Completed: June 2014
PM: Jerry Witkowski
City of Ashland Description: Following the preparation of a 10 Year Planning Study,
the engineers at SPS developed a design for approximately 1.2 miles
Hersey Street Underground
of multiple conduit underground 15-kV feeder circuits from the
Project [Emphasis: Mountain Avenue Substation along Hersey Street to N. Main Street, a
Underground Feeder Design] busy residential and commercial area. The work included underground
Client: Tom McBartlett, City of circuit ductbanks details and vault designs, with contract document
Ashland, Electric Department preparation consisting of drawings and technical specifications for
90 N. Mountain Avenue bidding, Prepared cost estimates and assisted with Contractor award,
Ashland, OR 97520 Project Total Cost: —$1.4M
541-552-2314
PM: Martin Stoddard Date Completed: October 2019
Electrical Engineers: Jerry
Witkowski,
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2022 4 of 12
3.2 Previous Work with the City of Ashland
SIPS engineers Martin Stoddard, Jerry Witkowski, and Jiajia Song have been providing engineering
services to the City for several decades. The following is a short list of some of the significant projects
completed with the City.
On -Call Engineering Service Provider, for over two decades. Providing engineering support to the
Electric Department on various equipment sizing, design, protection setting review, large subdivision
development, large EV charge station, line extensions, residential/commercial PV source interconnection,
technical document development/update, grant application, etc.
Wildfire Mitigation Plan, 2022. The intent of the wildfire mitigation plan is to document and review the
City's existing wildfire policies and procedures and develop an up-to-date wildfire mitigation plan that
meets all requirements of the 2021 SIB 762 and Oregon Public Utility Commission (OPUC). The overall
objective of developing and executing a wildfire mitigation plan is to minimize possible sources of ignition,
improve the system resiliency of the electric network, and identify and correct ineffective procedures.
City of Ashland Hersey Street Underground Project, 2019. Following the preparation of a 10 Year
Planning Study, the engineers at SIPS performed design for approximately 1.2 miles of multiple conduit
underground 15-kV feeder circuits from the Mountain Avenue Substation along Hersey Street to N, Main
Street, a busy residential and commercial area. The work included underground circuit detail ductbanks
and vault designs, with contract document preparation consisting of drawings and technical specifications
for bidding. Prepared cost estimates and assisted with Contractor award.
Oak Knoll Substation Feeder Controller Upgrade, 2018. Engineering design to replace the feeder
protection controllers with Cooper Form 6, and provide updated protection and control settings.
City of Ashland PV Generation Interconnect Analysis, 2017. This project is a review of options,
interconnect feasibility, and cost estimate for adding a large-scale PV generation facility and connecting it
into the City's existing electrical distribution system.
Mountain Avenue Substation Expansion, 2010. Engineering design to add three additional feeders to
the MAS substation, including distribution rack expansion, control and protection design, etc.
Reeder Gulch Hydro Power and Control Upgrade, 2009. Engineering design of new generator
switchgear and all controls. Control equipment included new protective relays, PLCs, HMI Touchpanels,
auto synchronizers, inverters, and all associated controls. We also provided complete control
programming and startup and commissioning of the system.
10-Years System Planning Study, 2013. The engineers at SIPS performed an electrical system
evaluation and develop an orderly and economical improvement plan for the City. The evaluation and
capital improvement plan was intended to help ensure the electrical system has the operational capacity,
reliability and flexibility to meet Its planning criteria. The study identified and recommended system
improvements that would allow the City to supply adequate quality power to serve customers into the
intermediate future (10 years), and practical improvements that should be valid to provide service into the
long-term future.
Ashland Substation Feeder Controller Upgrade, 2011. Engineering design to replace the feeder
protection controllers with Cooper Form 6, and provide updated protection and control settings.
10-Years System Planning Study, 2003. The engineers at SPS performed an electrical system
evaluation and develop an orderly and economical improvement plan for the City. The scope was
identical to the one discussed above for 2013.
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2022 5 o/ 12
SECTION 4: SCOPE OF WORK
Our typical approach for a system planning study for small utility systems is to provide evaluation and
analysis for a 10-year span. Specific elements include:
Data Collection: Perform a walk-through of the City's electrical network with the City's Electrical
Department to document system conditions for all major components. Inspection will include an
evaluation of condition. We also work with City personnel to obtain system protection data
including major fuses and relays as well as historical meter data from the City and BPA.
Load Forecast: Evaluate the City's system -wide growth patterns based on historical, recent
(prior 10-year period) and expected future growth, from data provided by the Electric Department
and population/load projections from the City and BPA. Evaluate past electric energy and
demand usage, in the month and seasonal patterns, to forecast future loading to be presented in
summation tables. This data will be used to estimate feeder and substation peak loading through
system analysis and to determine recommended system improvements.
System Planning Criteria: Establish realistic planning criteria and objectives upon which short-
term and long-term planning should be based. These planning standards are used to determine
loading guidelines, the appropriate level of backup under outage conditions, economic conductor
sizes, acceptable voltage drop levels, and improvement timing.
Transmission and Substation Evaluation: Evaluate the existing transmission system facilities
serving the City for interconnection and switching flexibility, looping capabilities, isolated
segments, and overall operation and performance for power supply and delivery to the City's
facilities. Also, evaluate the existing substation points -of -delivery for equipment ratings,
capacities, and configurations. This effort is to include consideration of reliability, protection
components, protection philosophy, interruption frequency and duration, power availability and
the ability to serve growth, and operation and maintenance programs.
Analysis of the Existing System: Evaluate the ability of the existing electric system to provide
economical, high -quality service in terms of component loading, voltage levels, line losses, power
factor, and reliability in the short-term and intermediate future, This effort includes a review of the
existing system performance based on the following criteria to identify and determine cost-
effective measures that can Improve system performance:
o System reliability
o System capacity
o System flexibility
o System and feeder peak loads
o System construction practices
o Operation and maintenance policies
o Environmental sensitivity
o System equipment aging
o Identification of trouble spots and poorly performing equipment
o Review adequacy of system record keeping
Major Equipment Inventory Review and Replacement Schedule: Working with the city staff to
review transformer, pole, and conductor inventory, and create a practical replacement schedule
based on the forecast and system improvement recommendations.
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN - 2022 6 of 12
Other Considerations from Renewable Energy Resource Addition, Increased EV Charging
Demand, Climate & Energy Action Plan, and Wildfire Mitigation Plan:
o Evaluate the feasibility of adding large and small scale renewable energy sources such
as solar, wind, small hydro, etc.
o Provide system improvement recommendations based on the forecasted EV addition and
associated demand pattern.
o Recommendations for integration of the City's Climate and Energy Action Plan in the
Electric System Master Plan
o Recommendations for integration of the City's Wildfire Mitigation Plan in the Electric
System Master Plan
Power Flow Analysis: Analyze the electric system circuits using computer modeling software.
The system will be modeled on a system -wide three-phase basis using the EasyPower software
package. The power flow analysis modeled the system for the High and Low load conditions:
The Power Flow analysis is to be performed for the conditions noted above to identify various
system configuration voltage drops, load balance, real and reactive power flows, and system
losses at each system bus as labeled.
Short Circuit Analysis: A short circuit analysis will be performed under the Base Case
configuration to update the maximum fault availability throughout the system. The results will be
presented in the Short Circuit Chapter with detailed fault data examples and analysis output
reports. The short circuit ratings for all equipment will be evaluated for adequacy based on the
expected maximum short circuit currents.
Protective Device Coordination: Using the system model developed for the power flow and
short circuit calculations, the system coordination and protection will be evaluated. For each
distribution feeder a time -current curve coordination chart showing the devices listed below will be
presented:
o Transformer damage curve
o Conductor or insulation damage curve
o Maximum available short circuit symmetrical and asymmetrical fault current
o Time -current curves of primary protection devices
o Time -current curves of secondary protection devices
o Time -current curves of major backbone protection devices
The results will be presented in detailed tabulation with recommended settings for existing
protective devices. In addition, analyses of coordination charts and recommended protective
device changes that will improve system reliability will be prepared and included. The
development of a fusing application guide for the sizing of downstream fuses will also be
provided.
Prepare Electric System Study Report: A report summarizing the results of the study will be
prepared that includes:
o Documentation of references, planning criteria, related calculations, computer reports,
and techniques used in the analysis.
o Analysis and evaluation of the existing electric system, identification of alternative
improvement options and suggested areas that need focused attention.
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2022 7 of 12
o A list of conclusions, recommendations, and proposed system improvements with
projected construction timing and estimated costs.
o System maps and analysis plots showing the configurations and results of the various
study cases, including recommended system improvements.
4.1 Work Plan and Schedule
We will be ready to commence work within one week of notice to proceed. Based on this an approximate
schedule for major tasks is provided in Table 3. This is a preliminary schedule and can be expedited or
deferred as directed by the City, We will work closely with the City staff to develop a schedule that meets
your requirements.
Table 3: Work Schedule
Task
After Notice to Proceed
Kickoff Meeting and Data Collection
2 Week
System Analysis
8 Weeks
Report Development
12 Weeks
Submit Draft Report
14 Weeks
Comments From City
16 Weeks
Final Report Submission
18 Weeks
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN - 2022 8 of 12
SECTION 5: REFERENCES
5.1 References
Table 4: List of References
Contact Info
Services Provided
Columbia Basin Electric Cooperative
The engineers at SPS have provided engineering
services for CBEC since 2002 including multiple
Brian Koliman / Manager of Operations
substation designs, power system studies, capacitor
171 W Linden Way
bank designs and programming, transmission line
Heppner, OR 97836
designs, and 10-year planning studies.
Phone: 541-676-9146
briank(cDcolumbiabasin.com
Vera Water and Power
Complete substation design in 2015 and 2016.
Performed a 10-year planning study in 2014. Provided
Kevin Wells /General Manager
design which included provisions for easy expansion to
601 N Evergreen Rd.
implement second transmission source and transformer
Spokane Valley, WA 99216
bank, plus distribution rack extension. Provided design
509-924-3800
basis for other further substation improvements of other
kwells(cDverawaterandgower.com
substations with design work done by Vera's in-house
engineers. We provided a complete SCADA system
replacement in 2017.
Monmouth Power and Light
Provided engineering services for multiple
developments and extensive underground design
Mike Gregory / Acting Operation
projects, including the feeder getaways from their newer
Superintendent
substation. Provided on -call support for substation
780 Echols St. S
technical concerns. We are actively providing
Monmouth, OR 97361
engineering services to MPL.
503-838-3526
mgregory0,ci. monmouth.or. us
City of Drain
Provided engineering services for multiple
developments, power system studies, wildfire mitigation
Harold Burris / Lineman
plan, and on -call support for substation technical
431 Payton Avenue
concerns. Performed a 10-year planning study in 2021.
Drain, OR 97435
We are actively providing engineering services to the
541-836-2037
City.
pwforeman(a)cityofdrain.org
City of Bandon
Provided engineering services for multiple
developments, coordination studies, and on -call support
Jim Wickstrom /Superintendent
for substation technical concerns. We are currently
City of Bandon, Electric Department
performing a 10-year planning study (2023). We are
555 US-101,
actively providing engineering services to the City.
Bandon, OR 97411
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2022 9 of 12
Contact Info
Services Provided
541-347-2437 x 233
iwickstromAci.bandon,or.us
Northern Wasco County PUD
The engineers at SPS have provided engineering
services including four substation designs/upgrades
Garrett Mauritson / Staff Engineer
(two of them are ongoing), hydro powerhouse upgrade,
2345 River Rd,
power system studies, backup generator design, etc..
The Dalles, OR 97058
Phone:541-298-3318
Garrett-MauritsonCcDnwascogud.org
City of Milton-Freewater
The engineers at SPS have provided engineering
services for CMF since early 2000 including two
Mike Watkins /Electric Superintendent
substation designs, power system studies, wildfire
City of Milton-Freewater
mitigation plan, and 10-year planning studies.
722 S Main St.
Milton-Freewater, OR 97862
Phone:541-938-5531
Mike. Watkins(cD milton-freewater-or.gov
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN— 2022 10 of 12
SECTION 6: TERMS AND CONDITIONS
6.1 Contractual Terms and Conditions
Stoddard Power Systems has a standard contract based on EJCDC contract specifications. However, we
are currently under contract with the City of Ashland and have accepted the City's terms and conditions.
The contract between SPS and the City of Ashland is dated March 30, 2022 and we expect similar terms
and conditions will be used for this contract. We do not anticipate any concerns regarding contract terms
with the City.
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2022 11 of 12
SECTION 7: APPENDIX
7A Appendix A — Stoddard Power Systems Standard Rates
Attached externally.
7.2 Appendix B — Resumes
Attached externally.
TECHNICAL PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN — 2022 12 of 12
ATTACHMENT A - ENGINEER'S STANDARD RATES
Stoddard Power Svstems, LLC
STANDARD HOURLY BILLING RATES
Standard Hourly Rates are set forth in this Attachment A and include salaries and wages paid
to personnel in each billing class plus the cost of customary and statutory benefits, general and
administrative overhead, non -project operating costs, and operating margin or profit.
The Standard Hourly Rates are subject to annual review. The rates set for in this Attachment
are effective through January 1, 2024.
SCHEDULE OF HOURLY RATES
CLASS
DESCRIPTION
RATE
EN5
Principal Engineer
$195.00/hr
EN4
Senior Engineer
$160.00/hr
EN3
Lead Engineer
$130.00/hr
EN2
Staff Engineer
$115.00/hr
EN1/CAD
Engineer/Designer/Inst Technician/Drafter
$90.00/hr
ADMIN
Office/Administrative Support
$55.00/hr
EXPENSES
Direct Expenses billed at cost plus 10%.
Subconsultant invoices billed at invoice plus 10%
All materials billed at cost plus 15%
Page 1 of 1
L. Stoddard, P.E.
Principle Electrical Engineer
USTODDARD
P 0 W F li "Y"1 I Ivl`1
Education
MS, Electrical Engineering, University of Washington
BS, Electrical Engineering, Oregon State University
Professional Eneinceriue Registration
Oregon 70823PE
Washington 51452
Montana PEL-PE-LIC-31107
Florida 84826
Alaska 130554
Work Experience
Mr. Stoddard has over 25 years of experience in power system design and analysis and is the owner and president at
Stoddard Power Systems, LLC. Prior to starting Stoddard Power he was the Chief Engineer and director of engineering
at OS Engineering, the engineering division of Olsson Industrial Electric, where he managed a department of —40
engineers and technicians and provided engineering support to over 200 electricians. Prior to OS Engineering he was
co-owner of CVO Electrical Systems, LLC, a small consulting firm specializing in power system design and analysis.
Mr. Stoddard was a researcher at the Pacific Northwest National Laboratory (PNNL) in Richland, Washington where he
conducted research in power system analytics and control system security. Prior to PNNL, Mr. Stoddard worked as a
consulting engineer at Electrical Systems Analysis (ESA) where his responsibilities included the performance of power
system studies and the design and integration of electrical system LEDs and SCADA control systems.
Mr. Stoddard was also a U.S. Navy Submarine Officer where he operated and maintained a submarine nuclear
propulsion plant. His responsibilities included the maintenance and operation of the 450 VAC distribution system, the
mechanical systems, and the control systems associated with the ships nuclear propulsion plant. During his tour he
qualified as a Naval Nuclear Engineer and served as the ship's Assistant Engineer.
Mr. Stoddard has considerable expertise in the design, programming and integration of a wide range of Intelligent
Electronic Devices (LEDs), Programmable Logic Controllers (PLCs), and Supervisory Control and Data Acquisition
(SCADA) systems. He has also performed numerous power system studies including short circuit calculations,
equipment duty evaluations, protective device coordination, arc -flash hazard analysis, and harmonic analysis.
Representative Proiects at Stoddard Power Systems
RS Kerr GSU Transformer Relocation — Lead design engineer for a design build project to relocate two 80 MVA
GSU transformers from the hydroelectric dam tailrace to a new switchyard extension. Provided site plans, containment
design, transmission tower design, fire walls, and 2000 A cable bus duct design.
Foster Dam Electrical Reliability Upgrade — Lead design engineer for a major electrical renovation of the Foster
Dam powerhouse including new 4160V switchyear, double ended 480V substation, three 480V MCCs, 1700 Ahr
battery batik, redundant battery chargers, redundant preferred AC inverters, battery monitoring system, relay control
panels, and a renovated and upgraded diesel generator room.
Representative Proiects at OS Engineering
Little Goose Station Service Transformers — Lead engineer for the prime contractor on a station service upgrade
involving the replacement of two class 1, water cooled power transformers. Responsibilities include coordinating
supplier selection, submittal reviews, technical interface with the US Army Corps of Engineers design team, writing
commissioning plans and serving as commissioning engineer.
The Dalles Navlock— Lead engineer for the electrical contractor on a complete electrical and controls replacement of
The Dalles Navlock system involving the replacement of a double ended unit substation, motor control centers,
switchboards, and controls and drive systems for an upstream radial arm gate and a downstream miter gate.
Responsibilities include coordinating supplier selection, submittal reviews, technical interface with the US Army Corps
of Engineers design team, writing commissioning plans and serving as coin missioning engineer.
PAGE 1 OF 7
Vera Water and Power 1611 Avenue Substation, Spokane, WA — Project engineer on a complete substation design
for a new distribution substation with a new I I5kV tap, 15/20/25 MVA transformer, regulator bank, distribution rack,
and four (4) feeders with reclosers and controls. Provided protective device relays settings, design reviews, customer
training, commissioning, and final acceptance inspection.
LUS NFPA 70E Training— Developed a training course and instructed approximately 35 operators and technicians in
electrical safety and breaker operations associated with the Lafayette Utility System (LUS) steam and combined cycle
power plants. Course instruction included topics from NFPA-70E, NESC, and other standards.
Western Interlock Power Quality Study and Analysis, Rickreal, OR — Principle engineering for the Investigation
and correction of power system deficiencies at the plant in Rickreal, Oregon. Power quality issues leading to system
trips were investigated and a number of deficiencies were found both in the distribution equipment and service supply.
Electrician support for the project was provided by Olsson.
Roseburg WM PT Analysis — Lead engineer for the investigation of PT failures on the distribution line intertie
between the Roseburg Waste Management generation system and the utility distribution line. Performed system
monitoring and analysis of ferroresonance conditions and provided recommended corrective actions.
EWEB Crest Pump Station Design, Eugene, OR — Lead design engineering for the design of replacement
distribution equipment for the utility pump station to bring the station up to code compliance. The project included a
field verification of existing components, written report of recommended corrective actions, design drawings of system
modifications, and services during construction.
HC&S System Analysis— Lead engineer in the investigation of surge events and stability problems associated with the
electrical distribution of the HC&S Sugar Mill in Maui, Hawaii. Performed detailed review and analysis of relaying,
grounding, and transient conditions in the system and provided a detailed report with recommendations for corrective
actions.
Dexter Dam ERU— Lead engineer for the prime contractor on an electrical reliability upgrade involving the
replacement of three double ended station service unit substations. Responsibilities include coordinating supplier
selection, submittal reviews, technical interface with the US Army Corps of Engineers design team, writing
commissioning plans and serving as commissioning engineer.
Grace Arc -Flash Study, Albany, OR — Principle engineering for an arc -flash hazard and short circuit study for the
Grace Chemical Plant in Albany, OR. Study included a complete inspection of the existing system and the
development of system improvement recommendations and analysis results.
RFP Missoula Forming Line — Principle electrical engineer on a new service tap and substation for a particle board
forming line that included a new electrical room at the Roseburg Forest Products Missoula Particleboard plant.
Included specification and design of a replacement 2000kVA substation transformer, PDC, MC Cs, lighting, grounding,
variable frequency drives, and metering. Responsible for all drawings, specifications, and protective device settings.
Hydroelectric Powerhouse Startup, Dorena Hydro LLC, Cottage Grove, OR —Designed generator high resistance .
ground system, air terminal chamber, and surge protection for a two 12.47kV generator hydroelectric power plant.
Performed engineering assessment of the system and commissioned the generators and protective relays. Performed
analysis and design assistance for a shunt excited DC motor drive hydraulic pump for the gate operators.
Compressor Room Design and H-Frame Reconstruction, Roseburg Forest Products, Weed, CA — Senior engineer
on a new compressor room electric distribution system including retrofit of existing substation PDC to add new
grounding transformer and 800A feeder to compressor room, new 800A PDC, lighting, grounding, and distribution
equipment. Provided feasibility analysis and preliminary design for the replacement of an H-Frame tower with 2400V
distribution to a padmount VFI configuration.
Pump 4 Disassembly and Forensic Analysis, US Army Corps of Engineers John Day Dam, Rufus, OR —Technical
lead for the prime contractor on a deconstruction and forensic assessment of a 450Hp, vertical drive pump for the John
Day Dam North Shore Fish Ladder system. Coordinated development of disassembly scope and let technical teams
from Advanced American Construction, the US Army Corps of Engineers, and Power Engineering.
PAGE 2 OF 7
Substation Main Breaker Troubleshooting, Oregon State University Energy Center, Corvallis, OR— Electrical
engineer, provided technical troubleshooting when the main 20.8kV breaker (breaker 52-1) failed to close following an
external fault. Identified the root cause as a remote trip and enable system with the utility supplier Pacificorp and
designed a seal in annunciation system to provide operators indication of remote trip.
North Shore Hydroelectric Powerplant Backup Generator, Northern WASCO County PUD, The Dalles, OR —
Designed a backup generator system and outdoor building to provide automated backup power for the north shore fish
ladder hydro electric power plant. System included a 125kW generator, load back, transfer switches, generator
building, underground distribution, and automated load shedding scheme. Provided design drawings, specifications,
and bid documents.
Veneer Dryer Replacement, Roseburg Forest Products, Weed, CA — Lead design electrical engineer on a
replacement Veneer Dryer and new electrical room for the RFP Weed Veneer plant. Included specification and design
of a replacement 1500kVA substation transformer, PDC, MCCs, lighting, grounding, and metering. Developed
drawings, specifications, and protective device settings. Developed short circuit model for system analysis.
Stud Mill and Mill A Load Flow Study, Seneca Sawmill, Eugene, OR*- Senior electrical engineer for a load flow
study of the Seneca Sawmill Stud Mill and Mill A medium voltage feeders and Substation Al, A2, and A3 480V
distribution. Coordinated metering points, data collection, analysis and reporting for the load flow analysis. Provided
written report of analysis results.
Board Edger Replacement, Dillard Sawmill, Roseburg Forest Products, Dillard, OR — Lead design engineer a new
MCC room and high resistance ground system for a replacement board edger. Designed included PDC retrofit, 1200A
MCC, lighting, auxiliary systems, lockout panels, cable and conduit schedules, and substation high resistance ground
system. Provided stamped design drawings and components specifications. Modeled system in EasyPower and
provided coordinated protective device settings.
Mill Load Flow Study, Weed Veneer Plant, Roseburg Forest Products, Weed, OR — Senior engineer a mill wide
load flow study. Included data collection for most major 2400V feeders and 480V substations. Provided a written
report detailing system loading and recommendations for system improvements.
Class 1, Division 1, Chemical Storage Building, Roseburg Forest Products, Dillard, OR — Senior engineer for the
design of electric distribution for a hazardous material storage building. Design included sealed Class I, Division I
electrical distribution and lighting. Provided stamped design drawings.
Non -Combustible Gas Tower Grounding, International Paper, Springfield, OR — Lead design engineer for the
grounding and lightning protection of a NCG lattice tower. Provided stamped design drawings with grounding and
lightning protection details and equipment bill of materials.
Distribution Improvements Feasibility Study, Timber Products, Yreka, CA — Provided feasibility analysis and
preliminary design of replacement medium voltage service and main 480V substations. Design included medium
voltage feeders, substation transformers, and main power distribution centers.
69kV Breaker CT Replacement, Weed Veneer Plant Substation, Roseburg Forest Products, Weed, CA —
Provided engineering assistance in the replacement of bushing current transformers on a 69kV substation breaker.
Engineering assistance included coordination of metering accuracy, secondary circuit verification, breaker SF6
evacuation, and post replacement testing.
The Dalles SCC Functionality Modifications, US Army Corps of Engineers The Dalles Dam, The Dalles, OR —
Senior engineer for the design of a replacement annunciation system, governor controls upgrade, main unit metering,
and redundant governor PLC network architecture for The Dalles dam. Design services included a 30% feasibility
design report and review, 60% preliminary design report and review, and 100% complete design and review.
Paper Machine #2 Transformer Replacement, Georgia Pacific, Halsey, OR— Designed a replacement transformer
system and enclosure with medium voltage primary disconnect, four I OOOkVA 12.47kV to 480V transformers, and
primary and secondary fusing. Design included equipment specifications and detailed drawings.
PAGE 3 OF 7
Preferred AC Inverter and Distribution Replacement, The Dalles Lock and Dam, US Army Corps of Engineers,
The Dalles, OR— Lead design engineer for a replacement fully redundant preferred AC system for The Dalles Dam.
System consisted of dual 30kVA inverters, dual l0kVA inverters, backup transformers, main distribution boards, dual
feeders, and the replacement of all remote panels. Design included detailed drawings, specifications, commissioning
specifications, functional test plans, and submittal coordination.
PAGE 4 OF 7
Representative Protects at CVO Electrical Systems, LLC
Bonneville PH2 480V Station Service Switchgear Replacement, US Army Corps of Engineers, Cascade Locks,
OR — Lead engineer for the prime contractor on a station service upgrade involving the replacement of three double
ended station service unit substations. Responsibilities include coordinating supplier selection, submittal reviews,
technical interface with the US Army Corps of Engineers design team, writing commissioning plans and serving as
commissioning engineer. Specific engineering scope included transient analysis for vacuum breaker switching
transients, customized switchgear layout and design, relaying and transfer control programming, fiber optic arc -flash
detection design, air terminal chamber design, and the technical challenges associated with the replacement of station
service switchgear in an operating power plant without a loss of service or reliability
GSU Substation and Relaying Replacement for The Dalles North Shore Hydro, ]Northern Wasco County PUD,
The Dalles, OR — Lead engineer for the design, procurement, installation, and commissioning of a replacement primary
unit substation and protective relaying for a 6.5MW hydroelectric power project on the north fish ladder of The Dalles
Dam. Developed detailed design drawings, procurement specifications, and provided all protective relay settings.
John Day Dam North Fish Ladder AWS Pump Replacement Project, US Army Corps of Engineer, Rufus, OR —
Lead engineer for the prime contractor on a fish ladder auxiliary water supply system replacement involving the design
and installation of a complete control building and electrical distribution system. Performed detailed designs of the
electric distribution system including double ended substation, distribution panels, VFDs, UPS, building auxiliaries,
cable vault, and pump chamber cable tray. Provided cable pull calculations for 15kV cable pulls. Coordinated all
manufacturer designs. Developed commission plans and served as lead commissioning engineer.
The Dalles Dam Station Service Improvements, US Army Corps of Engineers Dalles Dam and Lock, Dalles, OR
— Lead engineer for the prime contractor on a major reliability upgrade to the Dalles dam hydroelectric station service
system including the replacement or modification of the majority of the medium voltage and low voltage station service
distribution system. Responsibilities included coordinating manufacturer designs, submittal reviews, technical interface
with the US Army Corps of Engineers design team, commissioning plan development and serving as commissioning
engineer. Lead designer for several design build changes including new multi -zone GSU relaying for T1 transformer,
480V transfer controls, complete DC system design, replacement unit substations FSQ5 and FSQ6, medium voltage
lighting feeder transfer switches, and an automated control system for station service transformer cooling..
Detroit/Big Cliffs Dam Electric Reliability Upgrades, US Army Corps of Engineers, Detroit, OR— Lead
commissioning engineer for prime contractor on LVA and MVA equipment. Coordinated submittals, developed
commissioning plans and served as commissioning engineer for replacement medium voltage and low voltage
switchgear, current limiting reactors, and station service transformers.
Wren Substation Relaying, Consumers Power Inc., Philomath, OR — Lead engineer, provided protective device
relay settings for replacement SEL311C and SEL787 relays installed to replace existing ABB MSOC and older
electromechanical relays at the Wren Substation.
John Day Dam North Fish Ladder MAIN Feeder, US Army Corps of Engineer, Rufus, OR — Lead engineer for
the electrical contractor responsible for new feeder taps and distribution equipment. Coordinated all engineering
activities associated with two isophase bus taps, current limiting reactors, and medium voltage switchgear. Developed
commissioning plans and served as lead commissioning engineer.
2.0 MG Reservoir Improvements, Canby Utility Board WTP, Canby, OR — Lead systems integrator and electrical
engineer for the 1311 Street 2.0 million gallon reservoir expansion project. Designed and integrated level controls and
PLC programming for reservoir integration into City water control system.
Reeder Gulch Hydro Power Plant Improvement, City of Ashland, Ashland, OR — Lead design engineer and project
manager for the replacement of the switchgear and control system for the City's Reeder Gulch hydro power plant.
Design included a fully automated autosynchronizing system and complete generator protection system. Designed and
integrated a SCADA system utilizing the City's existing fiber optic network integrating substation LEDs, hydro
generation controls, and remote capacitor banks. Provided analysis and settings for feeder sectionalizing with new
reclosers for the power plant tie. Developed commissioning plans and served as lead commissioning engineer.
Power System Study, Providence St. Vincent Medical Center, Portland, OR — Lead engineering for an arc -flash
hazard and short circuit study for normal and emergency systems for the Providence St. Vincent Medical Center
PAGE 5 OF 7
i
Campus including Critical Care, West Pavillion, Main Hospital, East Tower, Surgery Tower, and East Pavilion
buildings. The study involved the development, field verification, and analysis of an 800 bus model in SKM software.
Backwash Pond System Improvements, Canby Utility Board WTP, Canby, OR — Lead systems integrator for the
integration of new backwash pond controls, river intake pumping, raw water quality, washwater control, and remote
pump station controls. Included Cimplicity HMI programming, GE Series 90-30 PLC programming, Horner PLC and
touchpanel programming, wireless network integration, and replacement autodialer system.
Condon Substation and 115kV Conversion Project, Columbia Basin Electric Cooperative, Heppner, OR — Project
engineering in a conversion project to increase transmission voltage from 69kV to I I5kV. Project included
replacement of Condon Substation transformer and backfeed of Sniption Substation. Represented the utility at factory
witness testing at the transformer manufacturer facility. Provided replacement substation relaying design and assisted
with replacement circuit switcher and transmission line design.
SCADA System Integration, Consumers Power Inc., Philomnth, OR — Provided SCADA system integration and
design for Wonderware control system. Integrated multiple IED platforms and maintained the SCADA system
covering the complete utility system. Integrated new, motor operated transmission disconnects and new Lebanon
Substation relays.
Power System Study, Hickam Air Force Base, HI — Lead engineer for the performance of a complete power system
study including short circuit evaluation, protective device coordination, load flow analysis, and arc -flash hazard
analysis on a newly constructed C17 hangar and maintenance shop.
Motor Start Analysis, Columbia Basin Electric Cooperative, Inc., Heppner, OR —Provided computer modeling of
the distribution system under multiple scenarios for motor start evaluation and power flow analysis. Provided feeder
improvement recommendations to allow anticipated system growth.
Water Treatment Plant Expansion, Canby Utility Board WTP, Canby, OR —Lead systems integrator for the Water
Treatment Plant Expansion project and Backwash Pond project with responsibilities including programing GE Series
90-30 PLCs, Horner PLCs, PLC communications with GE Proficy Machine Edition, and HMI programming and screen
development with GE Cimplicity HMI. Provided startup and testing assistance including PID loop tuning and
troubleshooting with closed loop control of high service pump VFDs.
Representative Proiects at Electrical Systems Analysis
Generator Power Quality Analysis, Vestas-American Wind Technology, Portland, OR — Field engineer, performed
data collection and analysis for wind turbine generators determining generator characteristics and measuring
characteristic harmonics of operating turbines. Project engineer in a laboratory analysis of failed capacitor banks.
EasyPower Software Analysis Instructor, Vai-ions — Provided classroom instruction to engineers on the use of
EasyPower software for building system models and performing short circuit, coordination, load flow, and arc flash
analysis. Provided instruction for open enrolled classes in various locations as well as custom site instruction for PPL
in Butte, Montana, Colonial Pipeline in Alpharetta, Georgia, and Boise Cascade in DeRidder, Louisiana.
Power System Analysis, Century Aluminum, West Virginia —Project engineer, coordinated field data collection,
developed EasyPower model, and performed analysis for a power system study including arc -flash analysis for the
Century Aluminum plant in West Virginia.
Power System Analysis, NEGT Salem Harbor, Salem, Mass — Project engineer, coordinated Feld data collection,
developed EasyPower model, and performed analysis for a power system study including arc -flash analysis for the
NEGT Salem Harbor power plant in Salem, Massachusetts.
Power Factor and Capacitor Bank Placement Study, City of Milton-Freewater, OR — Project engineer, developed
system models of the City of Milton-Freewater 12.47kV distribution system. Modeled system loading and power factor
correction capacitor bank placement impacts for correction and voltage effects.
Evaluation of IEEE 519 Compliance at Maher Terminal, Rockwell Automation, Maher Terminal, NT — Served
as project engineer for the field data collection and harmonic analysis of DC drives on Maher Terminal cranes.
Analyzed system loading conditions, IEEE 519 compliance, and voltage distortion at 26kV point -of -common -coupling.
PAGE 6 OF 7
Substation Relay Replacement, City of Milton-Freewater, OR — Sewed as lead project engineer for the design,
integration, and programming of replacement substation feeder relays from older electromechanical relays to modern
microprocessor based SEL351S relays.
SCADA System Integration, Canby Utility Board, Canby, OR — Lead engineer providing innovative SCADA
system integration for the substation automation control system including fiber optic system interfacing with Intelligent
Electronic Devices (IEDs), IED programming and configuration, report generation, time synchronization, and
WonderWare Human Machine Interface (HMI) configuration.
Municipal SCADA System Replacement, City of Milton-Freewater, OR — Served as lead project engineer for the
design and integration of a complete distributed SCADA control system for the upgrade of the City's Electric and
Water systems utilizing an Ethernet backbone on a fiber optic network. Provided computer simulation modeling of
distribution feeders and customer motors for the determination of motor starting effects on system parameters.
Coordinated and programmed substation distribution breaker controllers and transformer protection relays.
Interconnection Study, Boise Cascade, Medford, OR — Project engineer, developed one -line diagrams of the plant
electric distribution system and assisted in the completion of a small generating facility interconnection request for
interconnection with the Pacific Power and Light distribution system.
Power System Analysis, Alcoa Corporation — Intaleo Works, Ferndale, WA — Project engineer, performed
computer calculations for Arc Flash hazard determination and Personnel Protective Equipment (PPE) requirements for
the electric distribution system of a large aluminum smelter facility.
Power System Analysis, Georgia Pacific, Camas, WA — Lead engineer for a shot circuit, coordination, and arc -flash
study of the Camas Mill in Camas, Washington. The study involved the development of an over 400 bus model and the
analysis of electrical equipment from 69kV down to 208V.
Power System Analysis, Hawaiian Commercial and Sugar Company, Maui, HI — Project engineer, provided
computer simulation of high, medium and low voltage systems for power flow and short circuit analysis of the HC&S
power distribution system. Created Time Coordination Curves (TCCs) for the coordination study of all major breakers
and relays.
Generation Intertie Relaying, Roseburg Forest Products, Roseburg, OR — Project engineer, programmed and
interfaced the cogeneration plant Siemens meters and the interne SEL-311C relays. Provided computer simulations
evaluating system alterations and providing updated short circuit study data.
Power System Analysis, City of Blaine, Blaine, WA — Project engineer, provided a computer model of the City's
distribution system for load flow and motor starting analysis, and for protective device coordination.
PAGE 7 OF 7
Jinjia Song, Ph.D., P.E.
Senior Electrical Engineer
STOUDDARD
I' () VV I III Y `, 1 I M
"I
Education
Ph.D. in Electrical Engineering, Oregon State University
B.S. in Electrical Engineering, Zhengzhou University of Aeronautics, China
Professional Engineering Reaistration
Oregon
90661PE
Washington
20110017
California
E24431
Texas
138215
Work Experience
Mr. Song is a Senior Electrical Engineer at Stoddard Power Systems with more than ten years of experience in
engineering research, analysis, and design of electrical systems from transmission down to distribution levels. He is the
lead engineer in the engineering analysis group. Prior to joining Stoddard Power Systems, Mr. Song worked at OS
Engineering/Olsson Industrial Electric as an Electrical Engineer directly after graduating from Oregon State University
in 2015. During his time at OS Engineering, his roles and responsibilities mainly focused on designing utility and
industrial electrical systems, power system studies (including arc -flash, short circuit, load flow, protective protection,
harmonic analysis, transient studies, and NERC PRC compliance analysis), system planning and feasibility studies,
and site investigation and data collection.
Mr. Song also worked as a Research & Teaching Assistant at Oregon State University from 2010 — 2015. His research
specialized in dynamic modeling of power system cascading outages and mitigation schemes, energy storage, and PMU
placement in various applications. Mr. Song has published multiple technical papers in IEEE journals and conferences.
Representative Projects
VERA Water and Power, l6th Avenue Substation, Spokane, WA — Project engineer participating in the transformer
and circuit switcher control schematic, station service, protective setting, and control panel design.
Columbia Basin Electric Coop., Fossil Substation, Heppner, OR — Project engineer participating in the transformer
and circuit switcher control schematic, station service, protective setting, and control panel design.
Columbia Basin Electric Coop., Sand Hollow Substation, Heppner, OR — Project engineer participating in
substation structure and foundation, transformer and circuit switcher control schematic, station service, protective
setting, and control panel design.
Providence St. Vincent Medical Center, Power System Study, Portland, OR — Project engineer for an arc -flash risk
assessment and short circuit study for both normal and emergency scenarios. The study includes field data collection,
model development & verification in SKM, analysis, and reporting the findings such as code violation, protective
device miscoordination, over -duty equipment, etc.
Oregon State University, Corvallis, OR — Project engineer for an arc -flash risk assessment and short circuit study.
The study includes field data collection, model development & verification in EasyPower, analysis, and reporting
findings such as code violation, protective device miscoordination, and over -duty equipment.
Old Castle Materials, River Bend Sand and Gravel, Salem, OR — Project engineer for a power system study
including data collection, modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for
various scenarios.
Old Castle Materials, Eugene Sand and Gravel, Eugene OR — Project engineer for a power system study including
data collection, modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for• various
scenarios.
ATI Cast Products, Building H, Salem, OR — Project engineer for a power system study including data collection,
modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
LSQ System Study, USACE, The Dalles Dam — Project engineer for an arc -flash risk assessment and short circuit
PAGE 1 OF 3
study for various scenarios. The study includes data collection, model development & verification in SKM, analysis,
and reporting the findings such as code violation, protective device miscoordination, over -duty equipment, etc.
Seneca Sawmill, Eugene, OR — Project engineer to provide engineering support for arc -flash risk assessment and
protective device coordination settings while the project progresses.
57th St. Pump Station, Springfield Utility Board — Project engineer for electrical distribution design of the pump
Station.
Hamlin Pump Station, Springfield Utility Board — Project engineer for electrical distribution design of the pump
station.
Harmonic Analysis (IEEE 519 Compliance) at FSQ2, USACE, John Day Dam — Project engineer for a harmonic
analysis of three 450 hp VFDs in order to confirm that the voltage and current distortions caused by the drives are
within the acceptable limits that are specified in IEEE Standard 519.
75MW PV Farm Feasibility Study, Columbia Basin Electric Coop., Heppner, OR — Project engineer for an
analysis of interconnecting feasibility for adding a large-scale Photovoltaic (PV) generation facility into the Columbia
Basin Electric Cooperative's (CBEC's) transmission system.
10MW PV Generation Interconnect Analysis, City of Ashland, OR — Project engineer for an analysis of
interconnecting feasibility for connecting a large-scale Photovoltaic (PV) generation facility into the City's existing
electrical distribution system. This engineering investigation evaluated integrating photovoltaic systems with different
generation outputs ranging between 2.5 MW and 10 MW.
Grain Millers, Eugene, OR - Project engineer for a power system study including data collection, modeling, arc -flash
risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Van's Aircraft, Aurora, OR - Project engineer for a power system study including data collection, modeling, arc -flash
risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Northern Gold Foods, Junction City, OR — Project engineer to support the industrial power distribution design for a
large food processing plant in compliance with NEC and NESC codes.
MGC Pure Chemicals, Forest Grove, OR —Project engineer to support the industrial power distribution design for a
Mitsubishi chemical processing plant in compliance with NEC and NESC codes.
NORPAC Foods Inc., Brooks, OR - Project engineer for a power system study including data collection, modeling,
arc -flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
SENECA Sawmill, Noti, OR - Project engineer for a power system study including data collection, modeling, arc -
flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Weyerhaeuser TOPS Facility, Springfield, OR - Project engineer for a power system study including data collection,
modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Weyerhaeuser Snow Peak, Lebanon, OR - Project engineer for a power system study including data collection,
modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Montpelier Generating Station, Montpelier Indiana —NERC PRC-025-2 and PRC-027-1 compliance evaluation of
the Montpelier station to verify the load -responsive protective relay settings provide the desired protection while
meeting NERC PRC requirements.
Panda Hummel Station, Selinsgrove, Pennsylvania—NERC PRC-025-2 and PRC-027-1 compliance evaluation of the
Hummel station to verify the load -responsive protective relay settings provide the desired protection while meeting
NERC PRC requirements.
Tejas Power Generation Station, Houston, Texas —NERC PRC-019-2, PRC-024-3, PRC-025-2, and PRC-027-1
compliance evaluation of the Tejas station to ensure the generator capability, voltage and frequency controls and
PAGE 2 OF 3
protection, and protective relay loadability and coordination comply with NERC PRC requirements.
Shell Polymers, Monaca, Pennsylvania —NERC PRC-024-3, PRC-025-2, and PRC-026-1 compliance evaluation of
the Shell Polymers power station to ensure generator voltage and frequency controls and protection, protective relay
loadability, and the relay performance during power swing events comply with NERC PRC requirements.
Franz Bakery, Springfield, OR - Project engineer for a power system study including data collection, modeling, arc -
flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Springfield Utility Board, Springfield, OR - Project engineer for a power system study of their water facilities
including data collection, modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for
various scenarios,
Rainbow Water District, Springfield, OR - Project engineer for a power system study of their water facilities
including data collection, modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for
various scenarios.
Genesis HealthCare, Mose Lake, WA - Project engineer for a power system study of the Columbia Crest Center
including data collection, modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for
various scenarios.
City of Drain, OR - Project engineer for a system planning study and arc -flash study of their electrical distribution
system to ensure that the City's electrical system has the operational capacity, reliability, and flexibility to meet long-
term planning criteria, as well as arc -flash exposures of their major facilities. .
Pleasant Valley Compressor Station, Centerville, VA - Project engineer for reliability analysis of motor fast bus -
transferring, including options of transferring sources at 13.8 kV or 480 V.
Readiness Center, TH-City, WA — Project engineer to support the commercial power distribution design for a military
readiness center in compliance with NEC and NESC codes.
Stella Jones, Tacoma, WA - Project engineer for a power system study including data collection, modeling, arc -flash
risk assessment, short circuit study, and equipment duty analysis for various scenarios.
WR Grace, Albany, OR - Project engineer for a power system study including data collection, modeling, arc -flash risk
assessment, short circuit study, and equipment duty analysis for various scenarios.
Lafarge, Eugene, OR - Project engineer for a power system study including data collection, modeling, arc -flash risk
assessment, short circuit study, and equipment duty analysis for various scenarios.
Parker Hannifin, Eugene, OR - Project engineer for a power system study including data collection, modeling, arc -
flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Seneca Sawmill, Eugene, OR - Project engineer for a power system study including data collection, modeling, arc -
flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Seven Feathers Casino, Canyonviile, OR - Project engineer for a power system study including data collection,
modeling, arc -flash risk assessment, short circuit study, and equipment duty analysis for various scenarios.
Newark Energy Center, Newark, NJ —NERC PRC-019-2 and PRC-024-3 compliance evaluation of the Newark
facility to ensure properly coordinated voltage protective system settings, generating unit controls, limit functions, and
equipment capabilities per the requirements of NERC PRC-019-2 and PRC-024-3.
Green Country Energy, Jenks, OIC —NERC PRC-019-2 and PRC-024-3 compliance evaluation of the Green County
facility to ensure properly coordinated voltage protective system settings, generating unit controls, limit functions, and
equipment capabilities per the requirements of NERC PRC-019-2 and PRC-024-3.
PAGE 3 OF 3
Jerry D. Witkowski, P.E.
Senior Electrical Engineer
Education
B.S. in Electrical Engineering, Oregon State University
Professional Engineering Registration
Washington 30577,
Oregon 16733PE,
California E14639, Idaho 7872,
New Mexico 13273
QSTODDARD
11 t1WI R YS11 M',
Work Experience
Mr. Witkowski has been providing electrical utility, industrial design and study services for the past 38 years. His
design involvement includes detailed design, project management and lead engineering experience in transmission,
substation, and overhead/underground distribution systems. He has unique underground design experiences which
include multiple circuit arrangements up 6 miles in length, and distinctive aspects such as, routes paralleling and
crossing scenic highways, I-5 crossings, river crossings, railroad crossings, bridge crossing, unique bore and casing
crossings, wetland and cultural conditions requiring archeological on -site excavation investigations.
He has also provided many unique design services including special grounding applications, SCADA systems, var
control, system voltage conversions, and various co -generation interconnection designs. His engineering services have
included technical specification and contract document preparation, contract review, award recommendations, cost
estimating, construction scheduling, management and on -site resident services. He has also performed many electric
utility system planning studies, system analysis, and protection studies, plus various specialized studies for utility and
industrial clients. These studies typically contain the following tasks: growth forecasts, existing system evaluation,
establish design criteria, system power flow and short-circuit analysis, protective device coordination, improvement
alternatives, recommendations and improvement plans, plus associated costs estimates.
Representative Projects (Reduced, additional examples available upon request)
Tahoe- Donner Association, Truckee -Donner, PUD: Underground Feasibility Study, Truckee, CA — This project
although completed in 2006, is very similar to The Dalles Utility Undergrounding Feasibility Study described in the
NWCPUD RFP. This work involved determining an approach to underground all utility overhead infrastructure in a
heavily wooded mountainous area adjacent to the Tahoe National Forest consisting of over 7,000 homes, and local
commercial facilities. The overhead facilities included the PUD's electric primary, secondary and service circuits, two
communication company facilities and the utility's SCADA system. The work involved determining underground
design plan and elevation configurations without interfering with existing below grade infrastructure, cost estimates,
construction phases and scheduling, complications, cost sharing and potential approaches to funding.
Dufur Substation and System Voltage Conversion, City of Dufur, OR — NWCPUD
Performed design, contract documents and technical specifications for the substation voltage conversion and upgrade
which included major equipment and Contractor award, field construction inspection, and startup services. Substation
equipment was arranged with a flexible switching open -rack outdoor configuration. All components and control systems
utilized modern state state-of-the-art technology. This project included design and sequencing for voltage conversion of
the entire Dufur community.
West 2°d Street Substation, City of the Dalles, OR—NWCPUD
Performed design, contract documents and technical specifications for the substation new control house and relay/control
conversion, which included major equipment and Contractor award, field construction inspection, and startup services.
Substation and Transmission Line Design, Columbia Ridge Substation, WA — Prepared substation and
transmission line design for a Waste Management Columbia Ridge 25 MW gas- to -energy co -generation facility to
interface with CBEC/BPA, including the 115 kV x 4.16 kV substation design with a connection to the generator facility
and 4 miles 115 kV pole design to interconnect with CBEC and BPA.
PAGE 1 OF 2
Mountain Avenue Substation Distribution Rack Design, City of Ashland, Ashland, OR — Performed design for the
expansion of the City of Ashland, Mountain Avenue Substation distribution rack including site -work, structure details,
sectionalizing devices and controllers, control house modifications and feeder getaways. Services included controller
configuration, settings and programming in addition to SCADA system configuration to implement fiber-optic
communications. The project included complete contract document preparation with technical specifications for
material procurement and construction.
City of Milton-Freewater, Milton Substation, Milton-Freewater, OR — Performed design for the expansion of the
Milton Substation including site -work, structure details, sectionalizing devices and controllers, control house
modifications and feeder getaways. Services included controller configuration, settings and programming in addition to
SCADA system modifications. The project included complete contract document preparation with technical
specifications for material procurement and construction.
Monmouth Power and Light South Substation Getaways and OR99W Underground Projects, Monmouth, OR —
Performed design for six underground 15 kV substation feeder getaways, including four miles of congested
underground routed circuit detail duetbank and vaults design, with contract documents and technical specifications for
Contractor construction. More recently performed design for approximately one (1) mile of multiple conduit
underground 15 kV feeder circuits along State Highway OR99W and through the congested Monmouth downtown
commercial area. The work included underground circuit detailed ductbanks and vaults designs, with contract document
preparation consisting of drawings and technical specifications for bidding purpose, cost estimates and contract award.
Canby Utility Westcott Substation and Knights Bridge Substation Projects, Canby, OR — Performed design,
contract document and technical specifications preparation for Owner furnished equipment and Contractor award, site
inspection, and startup services for the 115-57 x 12.47/7.2 WA Westcott Substation consisting of two 20/26.7/33.3
MVA transformers, feeder regulation, and ten getaway feeders. Substation equipment arrangement was a traditional
outdoor configuration, consisting of main and transfer bus with considerable switching flexibility. All components and
control systems utilized modern state-of-the-art technology, allowing the non- traditional implementation of substation
monitor/control functions. Performed design, contract document and technical specifications preparation for Owner
furnished equipment and Contractor award, site inspection, and startup services for the 115-57 x 12.47/7.2 kVA
Knights Bridge Substation consisting of a 20/26.7/33.3 MVA transformer, feeder regulation, and five getaway feeders.
16th Avenue Substation Project, Vera Water and Power, Spokane Valley, WA — Prepared 20-Year Long Range
System Planning Study, after which prepared design, contract documents and technical specifications for Owner
furnished equipment and Contractor award, field construction inspection, and startup services for the 115 x 13.8/7.9
WA 16th Avenue Substation consisting of a 20/26.7/33.3 MVA transformer, regulation, and five getaway feeders.
Substation equipment was arranged with flexible switching open -rack outdoor configuration. All components and
control systems utilized modern state state-of-the-art technology. The site was arranged so that the substation could be
expanded to add a second transformer bank and distribution rack.
Columbia Basin Electric Cooperative, Heppner, OR — Prepared 10-Year Long Range System Planning Study,
followed by design, contract document and technical specifications for upgrades of CBEC Sniption Switch Station,
Condon, Fossil, Sand Hollow and Ruggs substations, consisting of transformer replacement, circuit switcher and by-
pass configuration construction and protection/metering/control and modular control building upgrades. The project
included completed contract document preparation with technical specifications for material procurement and
construction. The Condon upgrade included a ]0-mile 115 kV steel pole design with interconnection to BPA.
City of Ashland Hersey Street Underground Project, Ashland, OR — Following the preparation of a 10-Year
Planning Study performed design for approximately 1.5 miles of multiple conduit underground 15 kV feeder circuits
from the Mountain Avenue Substation along Hersey Street to N. Main Street, a busy residential and commercial area.
The work included underground circuit detail ductbanks and vault designs with contract document preparation
consisting of drawings and technical specifications for bidding. Also prepared cost estimates and assisted with
Contractor award. .
PAGE 2 OF 2
COST PROPOSAL FOR
ELECTRICAL SYSTEM MASTER
PLAN
For City of Ashland, Oregon
Date: 06/23/2023
By:
Martin Stoddard, President
Stoddard Power Systems
0 Tilcopy
;A
1600 VALLEY RIVER DRIVE, SUITE 380 0 EUGENE, OR 97401 ■ PHONE (541)-228-9353
Table of Contents
SECTION1: Fee Schedule......................................................................................................1
COST PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN - 2023
SECTION 1: FEE SCHEDULE
Based on the discussed Scope of Work in the Technical Proposal, we propose to perform the 10-year
planning study or electrical master plan development on time and materials not to exceed a total of
$78,159 for the base project.
Since the City obtained Mountain Avenue Substation recently, as an optional item, SPS can provide a
two-day of substation training for an adder of $9,800 including training materials.
Compensation will be on the basis of actual hours worked and shall not exceed the cost estimate
indicated without written authorization from the City. The cost estimate is based on the following tasks:
n
Table 1: Cost Estimate
Task
Base Project Total
• Data Collection
• Load Forecast
• System Planning Criteria
• Transmission and Substation Evaluation
• Analysis of the Existing System
• Major Equipment Inventory Review and Replacement Schedule
• Other Considerations from Renewable Energy Resource Addition,
Increased EV Charging Demand, Climate & Energy Action Plan,
and Wildfire Mitigation Plan.
• Power Flow Analysis
• Short Circuit Analysis
• Protective Device Coordination
• Prepare Electric System Study Report
Est, Cost
$78,159
(OPTIONAL) Onsite Substation Training, including the following I $9,800
topics:
• Substation configuration
• Transmission interface and primary equipment
• Power transformer
• Voltage regulator
• Auxiliary system
• Monitoring and Protection (Transformer and Feeder)
• Grounding
• Operation and maintenance
1) The enaineerina rate schedule is enclosed in Appendix A of the Tech Proposal,
2) This base cost estimate covers all tasks listed in the scope of work.
3) No sub -consultant was considered in the above cost estimate.
COST PROPOSAL FOR ELECTRICAL SYSTEM MASTER PLAN— 2023 1 of
Certificate of Compliance
Compliance with Oregon Tax Laws:
In compliance with OAR 137-047-0260(2)(e), I hereby attest or affirm under penalty of perjury: That I am
authorized to act on behalf of the proposer in this matter, that I have authority and knowledge regarding the
payment of taxes, and that contractor is, to the best of my knowledge, not in violation of any Oregon Tax
Laws, as defined in ORS 305.380.
Compliance with Nondiscrimination Laws:
In compliance with ORS 279A.110(4), OAR 137-046-0210(2) and OAR 137-047-0260(2)(a)(E), I hereby
attest or affirm under penalty of perjury that I am authorized to act on behalf of proposer in this matter, and
to the best of my knowledge the proposer has not discriminated and will not discriminate, in violation of
ORS 279A.I I0(l), against a minority, women or emerging small business enterprise certified under ORS
200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran
as defined in ORS 408.225 in obtaining a required subcontract.
Corporate Officer:
By:�/���
Signature
Martin Stoddard
Print Narne
Title: President/Principle Engineer
Date: 06/23/2023
Page 18 of 25: RFP Electric System Master Plan
City Council Liaison Assignments
June 20, 2023
Commissions & Standing Advisory Committees
2023 Primary Assignments
2023 Second Assignments
Parks & Recreation Commission(City Charter
Hansen
Planning Commission
Hatt
Climate and Environment Policy
Kaplan
Forest Lands
Bloom
Historic Preservation
Dahle
Housing and Human Services
Kaplan
Public Arts
Du uenne
Social Equity and Racial Justice
Du uenne
Transportation
Hansen
City Ad Hoc Committees
2023 Primary Assignments
2023 Second Assignments
Ashland Water Advisory AWAC
Kaplan
Ashland Senior Advisory Committee
Kaplan
Early Learning Committee
Hatt
Bloom
Regional Boards & Committees
2023 Primary Assignments
2023 Second Assignments
Chamber of Commerce / Travel Ashland
Du uenne
Rogue Valley Council of Governments RVCOG
Kaplan
Rogue Valley Metropolitan Planning Organization RVMPO
Graham
Rogue Valley Transportation District RVTD
Hansen
Southern Oregon Regional Economic Development Inc.
Hatt
Page I of 2
Community Relationships
Aug. 1, 2023
At the recent Strategy Retreat, Council discussed assigning members of the Ashland City Council to serve as Community Liaisons to
specific anchor institutions in the Ashland community. Unlike typical Council Liaison assignments where the councilor is expected to
regularly attend committee or commission meetings, the Community Liaison would be expected to open a line of communication
with the leadership of the organization and check in quarterly to understand how things might be changing for that organization,
learn about new activities, and discuss any challenges. The purpose of this structure is to help the City Council as a body understand
the current reality of the City's primary community partners as we, and they, navigate this time of great change. As Community
Liaisons, Ashland City Council members would share similar information with those community organizations at their request.
Community Organizations
2023 Primary Assignments
2023 Second Assignments
Mount Ashland
Hansen
Southern Oregon University (SOU)
Ashland School District
Oregon Shakespeare Festival (OSF)
Ashland Community Hospital
Opportunities for Housing, Resources & Assistance
Rogue Valley Mountain Bike Association RVMBA)
Continuum of Care CoC
Crisis Response Network
Page 2 of 2
�A /a 3 Peel,`
fy, . P-.Qk
1 August 2023
On 18 October 2022, the Ashland City Council gave instructions to Interim
Attorney Doug McGeary"to reach out to Attorney Andrew Campanelli
regarding a telecommunications ordinance.
During the Council meeting of 2 May 2023, interim Attorney noted that on 5
January 2023, he had sent to Attorney Campanelli a Contract for Personal
Services.
On 8 June 2023, 1 requested through the City Recorder a copy of that
Contract for Personal Services sent to Campanelli. So late but I never
learned about the Contract until May.
As of today, the first of August, I have never received acknowledgement or
the copy.
Unacknowledged and ignored - the most insulting treatment you can give a
resident of Ashland.
While the Campanelli possibility has been effectively squelched, the
transparency of this Council's proceedings now becomes an open and
disturbing issue.
Are the contracts and public correspondence of interim Attorney not
available for public scrutiny? If not, why?
This raises another disturbing question: Who is creating and dictating
Council policy? If the public and the Council are not able to see proposed
contracts, who is making policy decisions?
I raise this issue now to be examined and answered and to be included in
the public record.
I also note - in passing - that six years later - we do not have a revised
Telecommunications ordinance.
Thank you, Miriam Reed, Ph.D.
Speaker Request Form
THIS)FORM IS A PUBLIC RECORD
ALL INFORMATION PROVIDED WILL BE MADE AVAII.ABLE TO THE PUBLIC
1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish
to sneak about.
2) Speak to the City Council from the table podium microphone. '
3) State your name and address for the record.
4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 .minutes.
5) If you present written materials, please give a copy to the City Recorder for the record.
6) You may give written comments to the City Recorder for the record if you do not wish to speak.
(Comments can be added to the back of this sheet if necessary)
7) Speakers are solely responsible for the content of their public statement.
Tonight.'s Meeting Date .�
Name
:
Agenda topic/item number.
Rogular Meeting
'
Topic for public forum (non agenda item) %Sit/ yoi> 0dZ,4WtAe
Land Use Public Hearin
Please indicate the following:
For: Against:
Challenge for Conflict of Interest or Bias
If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest
or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk
immediately. The Presiding Officer will address the written challenge with the member. Please be
respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge
when you testify during the normal order of proceedings.
Written Comments/Challenge:
The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not
always require that the public be permitted to speak The Ashland City. Council generally invites the
public to speak on agenda items and during public forum on non -agenda items unless time constraints
limit public testimony. No person has an absolute right to speak or participate in every phase of a
proceeding. Please respect the order of proceedings for public hearings and strictly follow the directions
of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful,
and may constitute disorderly conduct. Offenders will be requested to leave the room.
Comments and statements by speakers do not represent the opinion of the City Council, City Officers or
employees or the City of Ashland.
Speaker Request Form
TJHS YORM IS A ]PUBLIC RECORD
ALL INFORMATION.. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC
1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish
to speak about.
2) Speak to the City Council from the table podium microphone.
3) State your name and address for the record.
4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes.
5) If you present written materials, please give a copy to the City Recorder for the record.
6) You may give written comments to the City Recorder for the record if you do not wish to speak.
(Comments can be added to the back of this sheet if necessary)
7) Speakers are solely responsible for the content of their public statement_
ontght.' eeti ng Date E I a J
(please print)
Address (no P.O. Box)
Email
Refular IO'.Meeting
Agenda topichtem number OR
Topic for public forum (non agenda item)
Land Use Public Hearing
Please indicate the following:
For: Against:
Challenge for Conflict of Interest or Bias
If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest
or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk
immediately. The Presiding Officer will address the written- challenge with the member. Please be
respectful of the proceeding and do not interrupt_ You may also provide testimony about the challenge
when you testify during the normal order of proceedings.
Written Comments/Challenge:
The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not
always require that the public be permitted to spear The Ashland City. Council generally invites the.
public to speak on agenda items and during public forum on non -agenda items unless time constraints
limit public testimony. No person has an absolute right to speak or participate in every phase of a
proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions
of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful,
and may constitute disorderly conduct. Offenders will be requested to leave the room
Comments and statements by speakers do not represent the opinion of the City Council, City Officers or
employees or the City of Ashlaud
Speaker Request Form
THIS) ORM IS A PUBLIC RECORD
ALL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC
1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish
to speak about.
2) Speak to the City Council from the table podiuin microphone. '
3) State your name and address for the record.
4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 .minutes.
5) If you present written materials, please give a copy to the City Recorder for the record.
6) You may give written comments to the City Recorder for the record if you do not wish to speak.
(Comments can be added to the back of this sheet if necessary)
7) Speakers are solely responsible for the content of their public statement.
Tonight.'s Meeting Date
`.
Nam_ a=J�-' �� ��II� e1(—
'..(
Agenda topic/item number
Topic for public forum (non agenda
Regiular Meeting
No
N�'� Laws
Land Use Public Hearin
Please indicate the following:
For: Against:
Challenge for Conflict of Interest or Bias
If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest
or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk
immediately. The Presiding Officer will address the written challenge with the member. Please be
respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge
when you testify during the normal order of proceedings.
Written Comments/Challenge:
The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not
always require that the public be permitted to speak The Ashland City. Council generally invites the.
public to speak on agenda items and during public forum on non -agenda items unless time constraints
limit public testimony. No -person has an absolute right to speak or participate in every phase of a
proceeding Please respect the order ofproceedings for public hearings and strictly follow the directions
of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful,
and may constitute disorderly conduct. Offenders will be requested to leave the room.
Comments and statements by speakers do not represent the opinion of the City Council, City Officers or
employees or the City of Ashland.
Speaker Request Form
TffiS )FORM IS A PUBLIC RECORD
ALL INFORMATION PROVIDED WII.L BE MADE AVAILABLE TO THE PUBLIC
1) Complete this form and return it to the City Recorder prior to the discussion of the item You wish
to speak about.
2) Speak to the City Council from the table podium microphone. '
3) State your name and address for the record.
4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 .minutes.
5) If you present written materials, please give a copy to the City Recorder for the record.
6) You may give written comments to the City Recorder for the record if you do not wish to speak.
(Comments can be added to the back of this sheet if necessary)
7) Speakers are solely responsible for the content of their public statement.
Tonight.'s Meeting Date / ✓ r[
Name
(
Regular Meeting
Agenda topictitem number OR S/
�C� O Topic for public forum (non agenda item)_ `� I � a K
Land Use Public Hearing
Please indicate the following:
For: Against-
Challenge for Conflict of Interest or Bias
If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest
or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk
immediately. The Presiding Officer will address the written challenge with the member. Please be
respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge
when you testify during the normal order of proceedings.
Written Comments/Challenge:
The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not
always require that the public be permitted to speak The Ashland City. Council generally invites the.
public to speak on agenda items and during public forum on non -agenda items unless time constraints
limit public testimony. No -person has an absolute right to speak or participate in every phase of a
proceeding. Please respect the order ofproceedings forpublic hearings and strictly follow the directions
of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful,
and may constitute disorderly condrlct. Offenders will be requested to leave the room
Comments and statements by speakers do not represent the opinion of the City Council, City Officers or
employees or the City of Ashland
Speaker Request Form
TMS )FORM IS A PUBLIC RECORD
AIL INFORMATION PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC
1) Complete this form and retain it to the City Recorder prior to the discussion of the item You wish
to speak about.
2) Speakto the City Council from the table podium microphone. `
3) State your name and address for the record.
4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 .minutes.
5) If you present written materials, please give a copy to the City Recorder for the record.
6) You may give written comments to the City Recorder for the record if you do not wish to speak.
(Comments can be added to the back of this sheet if necessary)
7) Speakers are solely responsible for the content of their public statement.
Tonight.'s Meeting Date CJzi I CAI I Z 5
Name
...
Agenda topic/item number.
Rear Meeting
N•
Topic for public forum (non agenda item). Y1 �A 01�
Land Use Public Hearing
Please indicate the following:
For: Against:
Challenge for Conflict of Interest or Bias
If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest
or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk
immediately. The Presiding Officer will address the written challenge with the member. Please be
respeckFul of the proceeding and do not interrupt. You may also provide testimony about the challenge
when you testify during the normal order of proceedings.
Written Comments/Challenge:
The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not
always require that the public be permitted to speak The Ashland City. Council generally invites the.
public to speak on agenda items and during public forum on non -agenda items unless time constraints
limit public testimony. No -person has an absolute right to speak or participate in every phase of a
proceeding. Please respect the order ofproceedings forpublic hearings and strictly follow the directions
of the presiding ofJ9cer. Behavior or actions which are unreasonably loud or disruptive are disrespectful,
and may constitute disorderly conduct. Offenders will be requested to leave the room
Comments and statements by speakers do not represent the opinion of the City Council, City Officers or
employees or the City of Ashland
Speaker Request Form
TffiS )FORM IS A PUBLIC RECORD
ALL MORMATION. PROVIDED WILL BE MADE AVAILABLE TO THE PUBLIC
1) Complete this form and return it to the City Recorder prior to the discussion of the item you wish
to speak about.-
2) Speak to the City Council from the table podiuin microphone.
3) State your name and address for the record.
4) Limit your comments to the amount of time given to you by the Mayor, usually 3 or 5 minutes.
5) If you present written materials, please give a copy to the City Recorder for the record.
6) You may give written comments to the City Recorder for the record if you do not wish to speak.
(Comments can be added to the back of this sheet if necessary)
7) Speakers are solely responsible for the content of their public statement.
Tonight.'s Meeting Date
Name
Rea,War Meetin
Agenda topic/item number.
Topic for public forum (non agenda item
OR
Cy
Land Use Public Hearin
Please indicate the following:
For: Against:
Challenge for Conflict of Interest or Bias
If you are challenging a member (a city councilor or a planning commissioner) with a conflict of interest
or bias, please write your allegation complete with supporting facts on this form and deliver it to the clerk
immediately. The Presiding Officer will address the written challenge with the member. Please be
respectful of the proceeding and do not interrupt. You may also provide testimony about the challenge
when you testify during the normal order of proceedings.
Written Comments/Challenge: ,
The Public Meeting Law requires that all city meetings are open to the public. Oregon law does not
always require that the public be permitted to spear The Ashland City Council generally invites the
public to speak on agenda items and during public forum on non -agenda items unless time constraints
limit public testimony_ No person has an absolute right to speak or participate in every phase of a
proceeding. Please respect the order ofproceedings for public hearings and strictly follow the directions
of the presiding officer. Behavior or actions which are unreasonably loud or disruptive are disrespectful,
and may constitute disorderly conduct. Offenders will be requested to leave the room.
Comments and statements by speakers do not represent the opinion of the City Council, City Officers or
employees or the City of Ashland
CITY OF
H LA
�5 N D
PROCLAMATION
• We are living in a time of extraordinary nuclear dangers in which the risk of
nuclear has risen to its highest level since the 1962 Cuban Missel Crisis. As
the invasion of Ukraine has shown nuclear threats are real, present, and
dangerous. Accidents, miscalculations, or intentional use loom over us all.
• Ashland's public commitment to end the threat of nuclear catastrophe
dates back to 1982, when its citizens passed a ballot measure declaring
the city a Nuclear Free Zone. The non-profit organization called Peace
House grew out of that effort in 1983.
• Ashland became a Mayors for Peace city in 1998, responding to a global
invitation from the mayors of Hiroshima and Nagasaki to work for the
abolition of nuclear weapons. As of July 1, 2023, there are currently 8,265
Mayors for Peace cities in 166 nations and regions, including 225 in the U.S.
and 7 in Oregon.
• Mayors for Peace enthusiastically supports the new Treaty on the
Prohibition of Nuclear Weapons, adopted in July 2017 under United Nations
auspices. It entered into force January 2021, and is legally binding on the
68 governments that have ratified it thus far and another 24 nations have
signed it awaiting ratification.
• The Oregon Legislature passed Senate Joint Memorial 5 in 2019, calling on
the President and Congress to lead global efforts to reduce the threat of
nuclear war.
• In 2022 Ashland became home to two living green legacy Hiroshima Peace
Trees that were germinated at Southern Oregon University from seeds of
survivor trees of the automatic bombing of Hiroshima. The Peace Gingko is
near Thalden Pavilion on the Southern Oregon University campus and the
Peace Camellia is in front of Lithia Park's Japanese Garden.
• This past June the US Conference of Mayors adopted a resolution urging
Congress to pass House Resolution 77 embracing the goals and provisions
of the treaty on the prohibition of nuclear weapons. It also calls for
renewed efforts to reestablish high level US, Russian risk reduction and
arms control talks, efforts to reduce tensions with other nuclear armed
nations and the redirection of military spending to meet human needs.
• During August 6th through the 9th, concerned citizens, civic organizations
and faith communities in Ashland and the Rogue Valley will commemorate
the atomic bombings of Hiroshima and Nagasaki renewing commitments
to prevent such weapons from being used again.
NOW THEREFORE, THE City Council and Mayor, on behalf of the citizens of
Ashland, hereby proclaim August 6, 2023, as:
"Hiroshima Day"
and hereby proclaim August 9, 2023, as:
"Nagasaki Day"
in the City of Ashland and invite all citizens to participate in the Hiroshima -
Nagasaki Vigil activities.
Signed this 1st day of August, 2023.
Tonya G aham, Mayor
Dana Smith, Clerk of the Council Pro Tem
�I